CYMA IV. Accounting for Windows. System Manager Training Guide. Training Guide Series

Transcription

1 CYMA IV Accounting for Windows Training Guide Series System Manager Training Guide December 2015

2 CYMA Systems, Inc West University Drive, Suite 4 Tempe, AZ (800) Fax: (480) info@cyma.com Copyright CYMA Systems, Inc. All rights reserved. No part of this document may be photocopied, reproduced, or translated to another language without the prior written consent of CYMA Systems, Inc. CYMA Systems, Inc. makes no warranty of any kind with regard to this material, including, but not limited to the implied warranties of merchantability and fitness for a particular purpose. CYMA Systems, Inc. shall not be liable for errors contained herein or for incidental consequential damages in connection with the furnishing, performance or use of this material. Warning: This manual is protected by United States Copyright law (Title 17 United States Code). Unauthorized reproduction and/or sales may result in imprisonment for up to one year and fines of up to $10,000 (17USC 506). Copyright violators may also be subject to civil liability. The information in this document is subject to change without notice. PAS III, PAS +, CYMA IV, GBS and GBS II are trademarks of CYMA Systems, Inc. NetWare is a registered trademark of Novell, Inc. Some of the product names mentioned herein have been used for identification purposes only and may be trademarks of their respective companies. Crystal Reports is a registered trademark of Business Objects. F9 is a registered trademark of Infor Software. Pervasive.SQL is a registered trademark of Pervasive Software, Inc. All trademarks and names are the property of their respective holders. Revised December 2015

3 Table of Contents Common Functions... 1 Browser... 2 Add Index To File Browser... 7 Browser - Browse Tab - Local Options Menu... 8 Data Grid... 9 Data Grid - Phone Contact Control Data Grid - Calculator Data Grid - Calendar Data Grid - Keyboard Controls Data Grid Selection Criteria Navigating Using the VCR Controls Data Grid - User Columns Dialog Box Functionality Dialog Box Conventions Dialog Box - Keyboard Controls Dialog Box Modes Dialog Box Standard Command Buttons Notes Tab Attach Tab Report Selection Criteria Report Menu - Add Custom Reports Report Menu User Reports Exporting Reports Exporting Reports - Number and Date Format Exporting Reports - Character-Separated Values Exporting Reports - Choose Export File Print Destination Print to Screen Command Buttons File Menu Change Company Change Module User Login Printer Setup Exit Maintain Menu Maintain Companies Sample Account Masks Maintain Companies - Account Mask Tab Chart of Accounts Templates Maintain Companies - Copy Company Maintain Companies - Copy Company - Advanced Technical Tips Maintain Companies - Company Page 1 Tab Copyright CYMA Systems Inc. iii

4 Maintain Companies - Company Page 2 Tab Maintain Users Maintain Users - User Tab Maintain Users - Security Tab Maintain Users - Preferences Tab Maintain Users - Copy Current User Data Entry Mode Maintain Transaction Classification Codes Maintain Setting Maintain Company Events Maintain Custom Forms - Copy a Custom Form Maintain Custom Forms - Create a Custom Form Maintain Custom Forms - Deleting a Custom Form Merge Forms From Another Company Report Menu Report List System Menu System - Register Print Batch Reports Create / Edit Batch Reports Batch Report Variables System - Active Users System Security Utilities - Print File Structures Utilities - Pack and Reindex Files Utilities - Purge History - Accounts Payable Utilities - Purge History - Accounts Receivable Utilities - Purge History - General Ledger Utilities - Purge History - Payroll Utilities - Recalculate AP Balances Utilities - Recalculate AR Balances Utilities - Recalculate GL Balances Utilities Recalculate IC Balances Utilities - Recalculate Payroll Balances CYMA Managed Backup System Utilities Change Fields Utilities - Generate Account Segment Names Utilities - Generate Job Segment Names Custom Data Designer Custom Data Designer - Add Label Field Properties Custom Data Designer Custom Data Designer - Label Properties Custom Data Designer - Set Font Custom Data Designer - Positioning Fields Custom Data Designer - Tools Tool Bar Copyright CYMA Systems Inc. iv

5 Custom Data Designer - Local Options Menu Custom Data Designer - Setting the Tab Order Custom Data Designer - Set Up Database Fields Custom Data Designer - View Database Fields Tool Bar Enter Product Quantity Inquiry Enter Product Quantity Inquiry - Product Criteria Tab Enter Product Quantity Inquiry Selected Products Tab Maintain Accounting Periods Maintain Allocations Maintain Allocations - Percent Type Allocation Maintain Allocations - Unit Type Allocation Maintain Allocations - Dollar Type Maintain Automatic Offsets (Not For Profit Only) Maintain Alternate Price Codes Maintain Alternate Prices Warehouse Maintain Banks Maintain Banks - Bank Tab Maintain Banks - Electronic Funds Transfer Tab Maintain Banks - Select Company Maintain Banks - Credit Card Bank Account Type Maintain Customers Maintain Customers - Customer Tab Maintain Customers - Ship-To Tab Maintain Customers - Product Pricing Tab Maintain Customers - Copy Prices Maintain Customers - Credit Tab Maintain Customers - Contacts Tab Maintain Customer - Contacts Maintain Customers - Tax Exempt Tab Maintain Customers - Invoice Activity Tab Maintain Customers - Order Activity tab Maintain Customer Types Maintain Funds (Not For Profit Only) Maintain Products Maintain Products - Sales Tab Maintain Products - Purchasing Tab Maintain Products - Alternate Prices Tab Maintain Products - Warranty Tab Maintain Products - Warehouse Tab Maintain Product Warehouses Maintain Product Warehouses - Warehouse tab Maintain Product Warehouses - Price and Costs tab Maintain Product Warehouses - Alt Prices Tab Maintain Product Warehouses- Activity tab Maintain Product Lines Copyright CYMA Systems Inc. v

6 Maintain Product Lines - Copy Product Line to Products Maintain Sales Account Codes Maintain Sales Reps Maintain Sales Reps - Sales Rep tab Maintain Sales Reps - Permissions tab Maintain Segment Balancing (Financial Management System Only) Maintain Ship-Via IDs Maintain Skills/Work Class Maintain Terms Maintain Units Of Measure Maintain Vendor Types Maintain Vendors Maintain Vendors - Vendor Tab Maintain Vendor Remit To Maintain Vendors - Add or Edit Remit-To Maintain Vendors - Contacts Tab Maintain Vendors - Add or Edit a Contact Maintain Vendors - History Tab Maintain Vendor Amounts Tab Types Maintain Vendors - Cross References Tab Maintain Vendors - Invoice Activity Tab Maintain Vendors - Order Activity Tab Maintain Vendor Cross References Maintain Warehouses Maintain Warehouses - Warehouse Tab Maintain Warehouses - Other Costs Tab Maintain Warehouses Copy Other Costs To Products Maintain Custom Forms Overview Process Price Change Process Price Change - Product Criteria Tab Process Price Change - Change Prices Tab CYMA Systems, Inc. Contact Information Glossary Copyright CYMA Systems Inc. vi

7 Common Functions CYMA IV utilizes the following functions in all of its modules. These functions are designed to provide you with the most efficient data entry possible across the system. Feature Browser Data Grid Dialog Box Functionality Data Entry Mode Pop-Up Notes Record Status Custom Fields Attachments Function A very flexible record ID look-up tool, providing fast and efficient data recognition through multiple search criteria. It can also be used to create records "on-the-fly" when entering transactional type data. A dynamic row editing tool with a spreadsheet look and feel. Providing fast and intuitive entry of multiple lines of data on a single form. Tabbed pages provide logical groupings of large amounts of data without clutter. Data entry modes can be changed and saved per user allowing each user to customize the way they enter data to their own habits. For example, a user accustomed to using the ten-key can set their data entry mode to the Keypad mode. In this mode the ENTER key advances the cursor to the next enabled field rather than to the default button. Pop-up notes are available throughout the system. A control used throughout the system in all master files to indicate an active or inactive record. Allows the user to set up unlimited fields to track and report on additional data. Allows the user to attach files to a record for future reference. Copyright CYMA Systems Inc. 1

8 Browser The Browser is featured throughout all CYMA IV modules. This robust tool is designed to accelerate the search for key information in the data files. The Browser allows you to view any master file, record by record, and add records during data entry. Each user can customize the Browser to display specific fields and alter the display of information. Fields that are available to browse are indicated by the button to the right of the field. To activate the Browser, click the button or press F4 when the field is active. When activated, the Browser dialog box displays. The dialog box consists of two tab pages, the Browse tab and Options tab. The Browse tab allows you to view the records in a file and set the search and sort criteria. The Options tab allows you to select the fields to display in the Browser. When the settings are changed and the Browser is closed, you are prompted with a message allowing you to save the changes. Each tab also contains a Local Options menu. The menus are unique to the tab page, therefore, contain different options. To access the menu, right-click on the corresponding tab page. (See the Related Topics below.) Browser dialog box Refer to the following field descriptions and options. Sample Browse tab Copyright CYMA Systems Inc. 2

9 The columns displayed on the Browse tab represent the fields that have been placed in the Displayed Columns list box on the Options tab. Column to Search The drop-down list displays the fields on the Browse tab that the records in the file can be searched on. Select the column to search on from the drop-down list. The items listed are the fields that have been placed in the Displayed Columns list box on the Options tab. When you change the column to search, as you enter characters in Search For text box or perform the Find Next Match or Find Previous Match operations, the search will be performed on the field specified. If you change the sort order by clicking on a field title, this field is set to the new sort field. Sorted By This drop-down list displays the fields on the Browse tab that the records in the file can be sorted by. The System Administrator can use the Remove Index and Create Index options on the Browse tab Local Options menu to add or delete additional sort fields. The fields on the drop-down list can change when indexes are added or deleted by the System Administrator and when the Displayed Columns on the Options tab are changed. The field that the records are sorted by is indicated on the column headings by the closed inverted triangle ( ) next to the field name. Available sort fields are indicated by the open inverted triangle ( ). When you Copyright CYMA Systems Inc. 3

10 change the sort column, the highlighted recorded changes to the first logical row in the file as defined by the new sort. The Column to Search changes to the new sort field. Creating a large number of indexes on single master file, may result in a decrease in overall system performance. Search For As characters are entered in the Search For field, the selection bar advances to the closest match in the column that is specified in the Column to Search field. Use the Local Options menu items Find Next Match and Find Previous Match to continue the search or use the Browser keyboard controls. Use text search (e.g. searching for 'mit' finds 'Catcher's Mitt' and 'Submit Exp') Check this box to use the text search capability Find Text After selecting the Use text search check box, this button will be available. Click this button to perform the search. When the search is complete the grid will display all records matching the criteria Sample Options tab Copyright CYMA Systems Inc. 4

11 This tab consists of two list boxes, the Displayed Columns list box and Available Columns list box. The Available Columns list box displays the fields available in the current data file that can be displayed as a column on the Browse tab. This allows you to choose the columns (fields) that you want to view. You can change the column order by dragging a field in the Displayed Columns box up or down as required. Displayed Columns This list box displays the fields that are currently selected for display on the Browse tab. To remove a field from the display, either drag the field to the Available Columns box or double click on the field name. Available Columns This list box displays the fields available for display in the Browser. To add a field to the Displayed Columns box, either drag the field to the Displayed Columns box or double click on the field names. Click the New button to add a new record to the master file. Once clicked, the appropriate "Maintain" dialog box displays. The New button displays on the Browser dialog box only when entering transactions, it does not appear when the Browser is accessed from master record maintenance dialog Copyright CYMA Systems Inc. 5

12 boxes. For example, in the Accounts Receivable module when entering invoices, if you access the Browser from the Customer field, the New button will appear on the Browser dialog box and allow you to create a new customer record. However, if you access the Browser from the Customer ID field on the Maintain Customers dialog box, the New button does not display. Click the Select button to choose the highlighted record or double-click the record. Click the Cancel button to close the dialog box without selecting a record. Copyright CYMA Systems Inc. 6

13 Add Index To File Browser When Create Index or Remove Index is selected from the Browse tab's Local Options menu, the Add Index To File dialog box displays. Adding an index to a file allows you to create a supplemental sort field for the columns on the Browser. This option is only enabled for the System Administrator. This level of security is necessary due to the consequences of adding too many supplemental sorts to data files. The addition of too many keys has the potential of slowing the speed of a system dramatically. It is recommended that you keep the indexed fields to a minimum to prevent unnecessary sorting which will slow the system down. Create An Index The Add Index To File dialog box has two lists, the Available Fields list and the Selected Fields list. To add an index either double click on a single field in the Available Fields or select multiple fields and use the arrow button to move the fields to the Selected Fields list. The order of the fields in the Selected Fields list is the order that the sort will be performed. You also have to option to define the Alphabetical ordering of the sort for each field. To change this sorting, select the field in the Selected Fields list and change the radio button to the desired sort. Remove An Index When Remove Index is selected from the Local Options menu, the Remove Index dialog box displays the available indexes. To remove a supplemental index, highlight the index and then click the OK button. Copyright CYMA Systems Inc. 7

14 Browser - Browse Tab - Local Options Menu To access the Local Options menu, right-click on a field or column on the Browse tab. The following options are available: Save Settings This option makes the current Browser settings permanent for the current user. Find Next Match This option moves the selection bar to the next record that matches the search criteria. Find Previous Match This option moves the selection bar to the previous record that matches the search criteria. Remove Index This option allows you to remove an index that has been created as a supplemental sort. When selected, the Add Index To File dialog box displays the fields containing indices. Highlight the field containing the index to be removed and then click OK. This option is only enabled for the System Administrator. Create Index This option allows you to add an index to a field to create supplemental sorts. When selected, the Add Index To File dialog box displays. This option is only enabled for the System Administrator. Creating a large number of indexes on single master file, may result in a decrease in overall system performance. Entry Mode This option allows you to change your data entry mode for the current session. For example, a user accustomed to using the ten-key can set their data entry mode to the Keypad mode. In this mode the ENTER key advances the cursor to the next enabled field rather than to the default button. To change your data entry mode permanently, you must change your default keyboard mode on the Maintain Users dialog box. Copyright CYMA Systems Inc. 8

15 Data Grid The Data Grid is used throughout all CYMA IV modules. It provides an efficient and familiar tool for entering, editing, and viewing data. The Data Grid resembles a spreadsheet with much more functionality. While it offers the ease of use for entering, editing, and viewing data, it also provides a compact and organized method of presenting data throughout the system. You can use the mouse scroll wheel to move up and down within and data grids. Data Grid Conventions dialog box The following conventions will allow you to become familiar with the functionality of the Data Grid. Rows The Selection Box to the left of the first column on the Data Grid allows you to select a row of data. To select a row, click on the Selection Box. When a row is selected, it is highlighted. Contiguous and non-contiguous rows can be selected using the standard SHIFT + left-click and CTRL + left-click Windows conventions respectively. To delete a row, select the row and then press the DELETE key. Columns Copyright CYMA Systems Inc. 9

16 Columns can be sized to accommodate additional columns on the display, increase or decrease an existing column's width, or to hide columns. To size a column, place your mouse over the line between two columns until you see the split indicator appear appropriate direction.. Then click and drag the splitter in the Generally, columns containing dollar amounts are automatically totaled. The columns are recalculated as each new row is completed. After you have resized any of the datagrid columns, you may save your changes by right clicking on the datagrid and selecting Save Settings from the drop-down menu. You may also reset the datagrid back to the default settings by selecting Reset Settings from the drop-down menu. User Columns With the User Column feature the datagrid can be customized to only display needed columns. Scroll Bar The scroll bar located at the bottom of the Data Grid allows you to view additional columns not visible on the display. This is useful when you do not want to resize or hide your columns. Scroll to the right and to the left depending on the position of the columns. Navigating the Data Grid Navigating in the Data Grid is similar to navigating in the Browser. If the data fills more rows that what fit on the display, you can use the VCR controls located on the right edge of the Data Grid or the keyboard. Local Options The Data Grid Local Options menu is accessed by right-clicking over the Data Grid columns. If an option is not available, it is disabled. The following options display on the menu: Calendar Calculator Undo Cut Copy Past Delete Select All Shortcut to Jump to Grid Use the F7 key on your keyboard to jump directly to the first field in the datagrid. This shortcut is available in all dialogs that contain a datagrid. Copyright CYMA Systems Inc. 10

17 Data Grid - Phone Contact Control The Phone Contact Control data grid can be used to store multiple phone number, addresses and/or web sites for the associated record. The Phone Contact Control can be found in Maintain Banks, Maintain Vendors, Maintain Customers, Maintain Employees and other dialogs throughout the system where phone numbers should be stored. Refer to the following field descriptions and requirements. Phone Contact Enter the name for the Phone Contact (up to 30 Alphanumeric characters). Phone Type Select the Phone Type from the drop down. The selections are U.S. Standard, Address, International and Fax. Phone Enter the Phone number, web site or address. If U.S. Standard or Fax is selected as a phone type the field will format automatically. If address or International is selected, the field can be filled with up to 30 alphanumeric characters. Phone Desc The Phone Desc field is used to enter a description for the record. Enter the phone description (up to 20 alphanumeric characters), such as the branch office name or the contact's title. Copyright CYMA Systems Inc. 11

18 Data Grid - Calculator The Calculator can be accessed from any currency or quantity field throughout. The calculator can be accessed by right clicking on the field and selecting Calculator from the menu or by pressing Ctrl + T when the field is active. Calculator Copyright CYMA Systems Inc. 12

19 Data Grid - Calendar The Calendar function is available throughout the system for all date entry fields. The calendar pop-up can be activated by pressing "Ctrl-R" or a right mouse click and selecting "Calendar" while the cursor is on any date field. This "calendar control" pop-up function was designed to assist the user with date entry. The calendar can also be set to Auto Pop-Up through Maintain Users. When the Auto Pop-Up Option is turned on the calendar will pop-up when tabbing into any date field. Once the calendar is open, the date can be changed by using one of the following: The up and down arrow keys. Up decreases the value and down increases the value. The + and - keys. The + key increases the date and the - key decreases the date. The day within the displayed month can be changed directly with the mouse by clicking on the desired day. The month can be changed by the arrows on either side of the month description on the calendar. The left arrow decreases the month and the right arrow increases the month. You may also increase or decrease months by using the "Page Up" and "Page Down" keys. The year will also change once the month of December is passed in the increase or decrease. The month can also be changed by a left mouse click directly on the month name at the top of the calendar. A drop down box will appear to allow the user to select the month. Once the appropriate date is chosen, the "Tab" key must be used to complete the date selection process. This will in turn enter the selected date into the field, close the calendar control, and advance the cursor to the next control. Copyright CYMA Systems Inc. 13

20 Data Grid - Keyboard Controls The following keyboard controls allow the user to navigate the datagrid or the browser using only the keyboard unless otherwise noted. Key up arrow down arrow left arrow right arrow ctrl + left arrow ctrl + right arrow home end ctrl + home ctrl + end tab ctrl + tab Action Scrolls the rows up. You cannot scroll past the first column. Browser Only. Scrolls the rows down. You cannot scroll past the first column. Browser Only. Browser Scrolls columns to the right. You cannot scroll past the first column. Scrolls columns to the left. You cannot scroll past the last column. Scrolls the columns to the left most column. It will not move past the first column. Scrolls the columns to the right most column. It will not move past the last column. Places the cursor at the first character position of the current cell. Data Grid Only. Places the cursor at the end of the data of the current cell. Data Grid Only. Places the cursor at the first column of the first row. Places the cursor at the last column of the last row. Scrolls the Data Grid columns to the right. It will not move past the last column. Data Grid Only. Scrolls the Data Grid columns to the left. It will not move past the first column. Data Grid Only. Copyright CYMA Systems Inc. 14

21 Data Grid Selection Criteria The Data Grid Selection Criteria is available for most reports and in other areas of the system where filtering options are necessary. The Selection Criteria is used to filter the items that will be included in subsequent processes. Below are general descriptions of available options with the selection criteria. Relation Specify the selection criteria relation that applies to a given field option. The default value is "All". Available Relation options include: Value 1 All Select All to include all items. Between Select Between to only select items between specific criteria. The Browser may be available to select items. Equal To Select Equal To to only select a specific item. The Browser may be available to select an item. Greater Than Select Greater Than to select items greater than a specific value. The Browser may be available to select an item. Greater Than Or Equal To Select Greater Than Or Equal To to select items greater than and including a specific item. The Browser may be available to select an item. Less Than Select Less Than to select items less than a specific value. The Browser may be available to select an item. Less Than Or Equal To Select Less Than Or Equal To to select items less than and including a specific item. The Browser may be available to select an item. The Value 1 field becomes enabled and is required if the following Relations are chosen: Equal To, Between, Greater Than, Greater Than or Equal to, Less Than, and Less Than or Equal to. For Between, this column will contain the first value you choose in the range. For the remaining listed Relations, it will contain the specified value you choose based on the field that is displayed in a given row. The Browser may be available to select an item. Value 2 This column will be enabled and required only if the Between Relation is selected. Specify the highest end of the range in this field. The Browser may be available to select an item. Refer to the following table as a guide for entering beginning and ending values. Relation Value 1 Value 2 Copyright CYMA Systems Inc. 15

22 All No Entry Required No Entry Required Between Beginning Value Ending Value Equal To Specific Value No Entry Required Greater Than Beginning Value No Entry Required Greater Than Or Equal To Beginning Value No Entry Required Less Than Beginning Value No Entry Required Less Than Or Equal To Beginning Value No Entry Required Copyright CYMA Systems Inc. 16

23 Navigating Using the VCR Controls The following buttons allow the user to navigate the data grid or the browser using only the mouse unless otherwise noted. Button Action Moves the selection bar up one line. It will not move it above the start of the list. Moves the selection bar down one line. It will not move it past the end of the list. Moves the selection bar up one page. It will not move it above the start of the list. Moves the selection bar down one page. It will not move it past the end of the list. Moves to the first line of the Data Grid without changing the horizontal positioning of the display. Moves to the last line of the Data Grid without changing the horizontal positioning of the display. Places a bookmark on the current record. Once a bookmark is placed, the button is enabled. Browser Only. This button is enabled when a record has been book marked using the button. Click this button to return to the book marked record. Browser Only. Copyright CYMA Systems Inc. 17

24 Data Grid - User Columns With the User Column feature the datagrid can be customized to only display needed columns. The User Column feature is available from the following dialogs: Accounts Payable - Enter Invoices, Enter Quick Invoices, Enter Invoice Status Inquiry, Process Quick Select Invoices and Process Select Invoices Accounts Receivable - Enter Invoices, Enter Quick Invoices, Enter Invoice Status Inquiry and Enter Quick Payments General Ledger - Maintain Quick Chart of Accounts, Maintain Chart of Accounts - Activity Tab and Maintain Grants/Projects - Transaction tab. Payroll - Enter Payroll - Earnings Tab, Enter Quick Payroll and Enter Time Entry Job Costing - Enter Labor Batches and Process Prepare Invoices Purchase Order - Enter Purchase Orders and Enter Purchase Order Status Inquiry Sales Order - Enter Sales Order and Enter Sales Order Status Inquiry System Manager - Maintain Products - Warehouse tab, Maintain Allocations The user column dialog box has two modes. Users that have been defined with a type of User on the Security tab in System Manager - Maintain Users will see a dialog box similar to the following: Sample User Column dialog box Users that have been defined with a type of Administrator on the Security tab in System Manager - Maintain Users will see a dialog box similar to the following: Sample User Column with Administrator feature dialog box Copyright CYMA Systems Inc. 18

25 To remove columns uncheck the box next to the label for the column. To add the column back, check the box. Administrators have additional functionality to limit the columns that a specific user sees. To limit the columns for a specific user follow these steps: 1. Check the Limit User Columns check box. 2. Enter a User ID in the User ID field or select one from the browser. 3. Uncheck the boxes next to the columns that the user should not have access to. 4. Click on OK. When the user logs in and uses the User Column function the user will only see the columns for which the Administrator gave access. The user can then add/remove the remaining columns if necessary. Copyright CYMA Systems Inc. 19

26 Dialog Box Functionality Dialog boxes throughout CYMA IV maintain a consistent look and feel. Dialog box mode icons display visual indicators as to the type of function being performed (such as creating or editing a record) and the module you have open (GL, AP, etc.). The consistent dialog box conventions used, clearly marks required fields and key fields. The standard command buttons used on dialog boxes perform the same function throughout the system. Tabbed dialog boxes are used if an operation requires more information than can be placed comfortably on a single dialog box. The data is grouped logically and whenever possible all required information is placed on the first tab. An example of a tabbed dialog box with required information on more than one tab is the Maintain Companies dialog box. The first tab contains the required data paths, the third tab contains the required account mask. All dialog boxes may be resized by selecting the sides or corners with the mouse and dragging to the desired size. The size of the dialog is saved when closing the dialog. The size may be reset through the Reset all Windows to Default Position and Size option in Maintain Users - User Preferences Tab. Dialog Box Types CYMA IV data entry processes take place on either a batch process dialog box or a single process dialog box. The same dialog box conventions are used on both types of dialog boxes, such as the standard command buttons, field conventions, and dialog box modes. This assists you in determining what options are available and saves you from trying to perform functions that are not yet available, such as saving a record before all required fields are entered. Batch Process Dialog Box A batch process dialog box allows you to enter and save multiple records without closing the dialog box. The batch process dialog box has four standard command buttons; Edit or Save, New, Delete and Close. These four buttons perform the same function in any batch process. Other buttons may appear on batch process dialog boxes depending on the type of process. For example, the Enter Journal Entries dialog box contains the Post button along with the standard command button. This allows you to post the current journal entry batch. Single Process Dialog Box A single process dialog box performs one function and then closes the dialog box, such as posting operations. Copyright CYMA Systems Inc. 20

27 Dialog Box Conventions Convention Symbol Indicates Required Field Key Field Browse Button Drop-down List Spin Box Check Box Radio Button Navigation Buttons This symbol denotes a field that is required by the system to have a valid value. These fields cannot be left blank. This symbol denotes a field or group of fields whose value uniquely identifies each record in a database. This symbol allows you to access the CYMA IV Browser feature to view and select records that have already been defined in the system. A standard Windows control that displays a default value, but can be opened to display a list of choices. A text box with up and down arrows that you click to move through a set of sequential fixed values. You can also type a valid value in the box. The check box is a toggle switch, allowing you to turn an option on or off. Use the mouse to select the box, or use the TAB key to move to the box and press the SPACEBAR. This button allows you to select from a fixed set of mutually exclusive choices. Use the mouse to select a button, or use the TAB key to move to the radio button and press the SPACEBAR. Some dialogs have navigation buttons to allow the user to move through the records without having to enter the next record value or browse. These buttons allow the user go to the first, previous, next or last records. Copyright CYMA Systems Inc. 21

28 Dialog Box - Keyboard Controls Key Combinations Action Dialog/Field F1 Reference Manual All F4 Browser Any with browser capability F6 Access Customer Screen Accounts Receivable - Enter Payments F6 View Recent Orders Purchase Order - Enter Purchase Orders F6 View Recent Orders Sales Order - Enter Sales Orders F6 View Customer and Product History Accounts Receivable - Enter Invoices F6 View Vendor History Accounts Payable - Enter Invoices F7 Drops cursor into Data Grid Any dialogs with a data grid +/- Increments/decrements date by one + Increments document number by one Any Date field General Ledger - Enter Journal Entries - document field Ctrl + T Calculator Any numeric or currency field Ctrl + R Calendar Any Date field t (small t) Enters the current system date Any Date field Page Up Increments date to previous Month Any Date field Page Down Increments date to next month Any Date field Copyright CYMA Systems Inc. 22

29 Dialog Box Modes Dialog Box Mode Icons that appear on the upper left-hand corner represent the following: The Initial Mode icon displays when a dialog box is ready to accept information, either new or existing. The New mode icon represents a new item and displays when you enter a value in the key field that does not exist, or you click the New button. The Edit mode icon represents an existing record that is being edited. This icon displays when you select an existing record from the browser and click the Edit button. The View Only icon represents a record that is view-only mode. This icon displays when you select an existing record and have not clicked the Edit button, or if a record is in use by another process or user. Also, when a user has View Only Access to an operation, they are presented with the View Only icon. In addition, the Edit and New buttons will be disabled. Copyright CYMA Systems Inc. 23

30 Dialog Box Standard Command Buttons The standard command buttons perform the following functions: The Edit button allows you to make changes to an existing record. Click the Edit button once you have selected a valid record. Once clicked, the record is locked, the Key field is disabled, and any fields that can be changed are enabled. Also, the Edit button becomes the Save button and is enabled when changes are made to the record. The Save button is enabled when changes have been made to an existing record or when a new record is created. Once clicked, the system performs the necessary validation on new or changed data prior to writing the data to a file. The New button clears the dialog box allowing you to enter a new record or select an existing record. The system prompts you to save any changes to the active record (if applicable). The Delete button is enabled when an existing record is selected and the Edit button is clicked. This button permanently removes the active record from the data file. Once the Delete button is clicked, the system checks to see if there are any current or history transactions for the displayed record prior to allowing deletion. If there are only history entries, you are asked if you would like to change the Status of the record to Inactive. After clicking the the Delete button, a confirmation message is given prior to deleting the record. Click the OK button on the message to continue deletion process, the record is deleted and the dialog box is cleared. The Close button confirms saving any changes to the active record (if applicable) and then closes the dialog box. Copyright CYMA Systems Inc. 24

31 Notes Tab The Notes tab operates the same for all master records and consists of three fields. Sample Notes Tab Refer to the following field descriptions Last Modified The view only Last Modified text box displays the last date that the associated Note was created or changed. Comments Section, (not titled) This area contains notes you want to keep on the record. The field size is almost unlimited, but keep in mind that a shorter note is more likely to be read. Auto Pop-Up Notes When selected, this option automatically displays the Note for the record when it is accessed during data entry. This check box is selected on all new records if Pop-Up Notes during Data Entry is checked in the Maintain Configuration dialog box. If so, you must physically go to the Notes tab on each new record to disable the automatic pop-up option. Copyright CYMA Systems Inc. 25

32 Attach Tab The Attach tab operates the same for all dialogs. This tab allows the user to attach files or a web address to a record for future reference. From this tab you can add, view and delete the attachment. Any file can be added. When a file is attached the file is moved to the Attachment folder under the company data folder. The location of the company data folder can be found on the Maintain Companies dialog. A web address can be a local address (C:\file) a network address (\\server\share\file) or an actual web address ( Using this option, files can be attached to a master record without moving the file to the Attachment folder. Sample Attach Tab Copyright CYMA Systems Inc. 26

33 Refer to the following fields and descriptions Sort Order group box File Name Select the File Name option to sort the datagrid by the file name column. Description Select the Description option to sort the datagrid by the description column. Data Grid Columns and Fields File Name Copyright CYMA Systems Inc. 27

34 The File Name field displays the name of the file. Description The Description columns allows entry of a user description to further identify the attached file. Attach tab command buttons Click the Add Attachment button to display a Windows file browser to select a file to attach. This button is only available when the dialog is in Edit mode. Click the View Attachment button to view the selected document using the program that Windows has associated for the file extension. This button is only available when a line has been selected in the datagrid. Click the Delete Attachment button to delete the selected attachment. You will be asked if you would like to remove the attachment for just this record or for all records that have been assigned this attachment. This button is only available when the dialog is in Edit mode and a line has been selected in the datagrid. Copyright CYMA Systems Inc. 28

35 Report Selection Criteria The Report Selection Criteria dialog box displays throughout the CYMA IV modules when printing reports. Each report category contains selection criteria fields unique to the report category and the report being printed. Report Selection Criteria dialog box Refer to the following field descriptions and requirements. Report Group Box Category This view-only text box displays the report category for the report being printed. Title This view-only text box displays the report title being printed. Destination Group Box Screen Select the Screen option button to display the requested report on your screen. The report may also be sent to the Windows default printer from your screen. Printer Copyright CYMA Systems Inc. 29

36 Select the Printer option button to redirect the report to the printer shown in the "default printer" section of the destination group of the dialog. File Select the File option button to export the displayed report in one of several common formats. Setup Printer Button Click this button to display the Printer Setup dialog box. Copies: When the Printer option button is selected, the Copies spin box is activated. Enter the number of copies desired, or click the spin box arrows to select the number of copies. Print Cover Page Select this check box to include a cover page with the report showing the selection criteria parameters that were used to produce the report. DataGrid Columns and Fields Value 1 Field This display-only column shows the fields available for user-defined selection criteria. Relation Use the drop-down list to specify the selection criteria relation that applies to a given selection criteria. Available relations include: All, Between, Equal To, Greater Than, Greater Than Or Equal To, Less Than, Less Than Or Equal To. The default value (in most cases) for this column is "All". Specify the initial value of the range or the comparison that applies to the Relation. The Browser is available for data selection. The cells in this column are active for any selecting criteria where the relation is anything other than "All". Value 2 Specify the final value of a range of values that applies to the relation specified. The Browser is available for data selection. The cells in this column are active only when the relation is "Between". Report Selection Criteria Command Buttons Click the Run button to accept the selection criteria and output the report. The Report Selection Criteria dialog box will remain open. Click the Run and Close button to accept the selection criteria and output the report. The Report Selection Criteria dialog box will remain open. Copyright CYMA Systems Inc. 30

37 Click the Close button to void the selection criteria and return to the Report List dialog box. Copyright CYMA Systems Inc. 31

38 Report Menu - Add Custom Reports When the Add Custom Report button is clicked on the Report menu, the Add Custom Report dialog box is displayed. This allows you to add your custom reports to the current module's Report menu tree structure. When added, your custom reports are placed into separate custom report categories that you specify. Custom reports are not overwritten when installing new versions of the software. Company Specific and System Wide Custom Reports When custom reports are added, you can specify that reports are "Company Specific" or "System Wide" reports. Company specific reports can only be accessed and used while logged into the company that was active when the report was added. When adding company specific custom reports, the Crystal Reports files must be placed in the company's data directory. System wide custom reports can be accessed and used while logged into any company set up in your CYMA IV system. When adding system wide custom reports, the Crystal Reports files must be placed in the CYMA IV program directory/system data directory. Crystal Reports files have an extension of.rpt at the end of the report name. Separate report categories are created for company specific and system wide reports. Company specific custom report categories will display "(CompanySpecific)" next to the category and system wide custom report categories will display "(SystemWide)" next to the category. Refer to the following instructions to add custom reports: 1. Place the custom Crystal Reports file(s) in the appropriate directory: a. If the custom report is for a specific company, place the report file(s) in the company's data directory. b. If the custom report will be used by various companies on your system, place the report file(s) in the CYMA IV system directory. 2. In CYMA IV, if the custom report is for a specific company make the appropriate company the current company. Otherwise, go to step Go to the Report menu of the module you want to add a custom report. 4. Click the Add Custom Report button. This will display the Add Custom Report dialog box. 5. If the custom report is for this specific company (and has been placed in the company data directory), select the Company Specific radio button. Otherwise, select the System Wide radio button to add a report available for multiple companies. 6. Enter a report Category for the custom report. This can be an existing custom report category or enter a new category name for the report being added. 7. Enter a Description for the custom report. The description entered will be used the system to display the report on the tree structure. 8. Use the browse locations button to select a CYMA IV Report Selection Criteria dialog to add to a custom report. 9. In the File Name list box, click on the custom report file to add. 10. Click the OK button. Add Custom Report dialog box Copyright CYMA Systems Inc. 32

39 Refer to the following field descriptions and requirements. Company Specific Select this radio to add a company specific custom report. When a company specific custom report is added, the report can only be used by the current company. When selected, the File Name list box will display the Crystal Reports files located in the company's data directory. This radio button will be selected by default. System Wide Select this radio button to add system wide custom report. When a system wide custom report is added, the report can be used by all CYMA IV companies setup on your system. When selected, the File Name list box will display the Crystal Reports files located in the system directory. INI File This view-only text box will display the path of the INI file that the custom report entry will be added to. If you are adding a company specific custom report, the INI file will be located in the company's data directory. If you are adding a system wide custom report, the INI file will be located in the system data directory. Category The category that was selected on the Report menu when the Add Custom Report button was clicked will display as the default, use the default category or enter another report category name. If a pre-defined system category is the default category and you do not change it, a separate category with the same name will be created and displayed on the Report menu tree structure for the custom report(s). You can also add the custom report(s) to an existing custom report category that was previously created. Description Enter a Description for your custom report. This description is displayed on the Report menu tree structure for the custom report(s). Report Selection Criteria Copyright CYMA Systems Inc. 33

40 Use the browse locations button to select a CYMA IV Report Selection Criteria dialog to add to a custom report. This feature allows you to use the standard CYMA IV Report Selection Criteria dialogs with any custom report, whether you have created the custom report from scratch or modified an existing CYMAIV report. Some reports are used to meet Period End Closing prerequisite requirements; for example, PR Check Registers, AP Ledgers, AR Statements must be printed prior to performing a Period End Close in each respective module. If the custom report you are adding will be needed to update a report prerequisite flag prior to performing a period end close (PR Current Check Register, for example), you will need to either keep the original report name (PrChkReg.rpt, in this example), turn the required prerequisite reports flag off (located under Maintain Configuration in each module), or print the standard CYMAIV report to meet the prerequisite requirement. File Name Depending on the radio button selected at the top of this dialog box, this list box will display the Crystal Reports files located in the system data directory or the current company's data directory. Click on the report that you want to add. Add Custom Report Command Buttons Click the OK button to add the selected custom report. Click the Cancel button to close the dialog box. Copyright CYMA Systems Inc. 34

41 Report Menu User Reports The User Reports option in the Report List dialog is used to define a list of commonly used reports for the module. This list is user and company specific. This means that each user can set up their own list of reports and have a different set of reports for each company that the user has access to. To display the user defined list select the User Reports option within the Show group box. To add/remove reports from the User Reports list click the Add User Reports button. When the Add User Reports button is clicked the Add User Reports dialog displays. User Reports The User Reports column displays the currently selected Reports. Available Reports The Available Reports column displays all reports available for the active module. To add a report to the User Reports column, either select and drag the report from the Available Reports to the User Reports or click on the arrow button between the two columns. To remove a report from the User Reports column, either select and drag the report from the User Reports to the Available Reports or click on the arrow button between the two columns. Add User Reports Command Buttons Click the OK button to save the changes to the User Reports. Click the Cancel button to exit the dialog without saving the changes. Copyright CYMA Systems Inc. 35

42 Exporting Reports The Export dialog box displays when you print a report to a file (export) in the Print Destination group box or when you click the Export button while the report is displayed on the screen. Export dialog box Refer to following field descriptions for the various export formats available and the destination of the file. Format Use the drop-down list box to select the output format for the report. The available format options are as follows: Adobe Format (PDF) Crystal Reports (RPT) HTML 3.2 HTML 4.0 MS Excel MS Excel (Data Only) MS Word ODBC Record style (columns no spaces) Record style (columns with spaces) Report Definition Rich Text Format Separated Values (CSV) Tab-separated text Text XML Destination Use the drop-down list box to select the destination for the export file. This option allows you to create a disk file or to send the file electronically. The available options are as follows: Copyright CYMA Systems Inc. 36

43 Application Disk File Exchange Folder Lotus Domino Lotus Domino Mail MAPI Exporting Reports Command Buttons Click the OK button to continue exporting the report. Once you click the OK button, depending on the format selection you made, one or more of the following dialog boxes will display: Character-Separated Values Number and Date Format Dialog Choose Export File Click the Cancel button to cancel exporting the file. Copyright CYMA Systems Inc. 37

44 Exporting Reports - Number and Date Format Select the check boxes on the Number and Date Format dialog box to maintain any special number and date formatting used when creating the report. Leave the check boxes unchecked to use the standard Windows number and date formatting. Reports in CYMA IV use the standard Windows formatting. Copyright CYMA Systems Inc. 38

45 Exporting Reports - Character-Separated Values The Character-Separated Values dialog box displays when the Character-separated values format option is selected on the Export dialog box and the OK button is clicked. Specify the type of separators you would like to use when exporting your report and then click the OK button. Copyright CYMA Systems Inc. 39

46 Exporting Reports - Choose Export File The Choose Export File dialog box displays when any of the Format selections are made on the Export dialog box. Specify a name and location for the export file that will be created. Click the Save button to create the file using the specified file name and location Click the Cancel button to cancel exporting the file. Copyright CYMA Systems Inc. 40

47 Print Destination Screen Select this radio button to display the requested report on your screen. The report may also be sent to the Windows default printer from your screen. This will be the default selection on the Print Destination for all dialog boxes. Printer Select this radio button to redirect the report to the printer shown in the "default printer" section of the destination group of the dialog. File Select this radio button to export the displayed report in one of several common formats. Click the Setup Printer button to access the Print Setup dialog box. This option allows you to redirect the report to a printer other than the "default printer" displayed or to change the orientation from Portrait to Landscape if necessary. Copyright CYMA Systems Inc. 41

48 Print to Screen Command Buttons After printing the report to the screen, refer to the following descriptions for the buttons located at the top of the Print to Screen dialog box. This button closes the current report view. This button returns the report display to the first page. If you are currently on the first page the button will be inactive. This button returns the report display to the "previous" page. This button advances the report display to the "next" page. This button advances you to the last page of your report. This button cancels reading records. This button may be used to direct your report output to the current Windows default printer. This button is used to export reports in various formats. When selected, the Export dialog box displays allowing you to select the output format of the data. This button toggles between the group tree report view and full screen report view. Use the Zoom List to control the size of the document as displayed on the screen. Copyright CYMA Systems Inc. 42

49 File Menu The following are options available from the File menu: Change Module Change Company User Login Printer Setup Exit Copyright CYMA Systems Inc. 43

50 Change Company When Change Company... is selected from the File menu, the Change Company dialog box displays. This option allows you to change the active company when multiple companies are being maintained in CYMA IV. This option also allows you to change the accounting date without having to exit CYMA IV and change the date on the User Login dialog box. Change Company dialog box Refer to the following field descriptions and requirements. Company Information group box ID Type a valid company ID or use the browser to select one. Company Name This view-only text box displays the corresponding company name. Accounting Information group box Date This text box displays the current CYMA IV accounting date as the default. You can change this date if it is not correct or if you need to perform accounting maintenance. The accounting date is used throughout the system as a "default" date. Change Company Command Buttons Click the Clear button to clear the currently displayed ID and reset the Date to the system date. Click the OK button to accept the information entered and close the dialog box. Copyright CYMA Systems Inc. 44

51 Click the Cancel button to cancel any changes and close the dialog box. Copyright CYMA Systems Inc. 45

52 Change Module The File Menu item opens a submenu to the right that contains a list of installed modules. To access a module, select the module by highlighting it and then left-click the mouse. You can also perform the same function by using the Active Module drop-down list box located on the tool bar. Left-click on the drop-down list and highlight the module to be accessed. Copyright CYMA Systems Inc. 46

53 User Login When your CYMA IV session is started, the User Login dialog box displays. When entering CYMA IV for the first time you must use the pre-defined user ID "SYS". This pre-defined user ID does not have a password assigned and allows you to enter the system for the first time as system administrator. As part of your system setup, each person that will be using CYMA IV needs to be assigned a unique user ID and password. Users are created and maintained from the Maintain Users menu item. Once the system setup is completed, it is recommended that the use of the "SYS" user ID be discontinued. User Login dialog box Refer to the following field descriptions and requirements. User Information group box ID Enter a valid three-character user ID. The user's name will display in view-only mode below the ID. If this is the first time logging onto CYMA IV, type "SYS" as the ID. Password Enter the password that you assigned to your user ID (if applicable). If this is the first time logging onto CYMA IV, leave this field blank. Copyright CYMA Systems Inc. 47

54 The "SYS" ID does not have a password assigned, press the TAB key to bypass this field or leftclick in the Company Information ID field. To enter a password or change your existing password you must go to the Maintain Users operation. Company Information group box ID Enter a valid company ID to access or use the Browser to select one. The company name will display in view-only mode below the ID. You can proceed to the System Manager module without specifying a company ID. This allows you to access the system for the first time when your company has not been set up or to perform non-company specific system administration tasks, such as creating users or creating new companies. If a company is not specified during login, you must specify a company prior to accessing another module. A company can be selected or changed using the File/Change Company menu option. A new company can be created using the Maintain/Company menu option. CYMA IV ships with a demonstration company and its complete set of data files for each module installed. To access the demonstration company in Financial Management System, type "DEMO" or "JOBIN" as the company ID. To access the demonstration company in Not For Profit, type "NPDEMO" or "NPJOB" as the company ID If the demonstration data files were not installed from the CYMA IV installation CD, they can be installed at anytime. Accounting Information group box Date Enter the CYMA IV accounting date, the current computer system date defaults but can be overridden. This date is used throughout the system for date sensitivity when verifying entries, as the default date on data entry operations, and the default reporting date. User Login Command Buttons Click the Clear button to clear the currently displayed information from the dialog box and place the cursor on the first field on the dialog box. Click the OK button to accept the information entered and continue logging on. If the information entered is not valid you are prompted with a message that points out the invalid response. Click the OK button on the message to return to the User Login dialog box. Click the Cancel button to exit CYMA IV. To launch your CYMA IV software without the splash screen, create an icon on your desktop. Right-click on the icon and select "Properties". In the Target field enter: "c:\program files\cyma\cyma4\c4edesk.exe" /nologo Copyright CYMA Systems Inc. 48

55 Printer Setup When Printer Setup... is selected on the File menu, the standard Windows Print Setup dialog box displays. This allows you to select another printer that you have set up in Windows, change the printer's properties, and change the paper options (size, source, and orientation). Refer to your Windows documentation for further information on setting up printers. Print Setup dialog box Refer to the following field descriptions for the standard Windows printer setup dialog box. Printer group box The Printer group box displays information about the selected printer. The current printer is displayed in the Name text box and can be changed using the drop-down list that displays the printers that have been set up in Windows. To set up specific information for a printer, select the Properties button. The properties dialog box that displays depends on the printer you select. Paper group box The Paper group box displays information about the selected printer's paper options. Size Use the Size drop down list to select the paper size. Source Use the Source drop down list to select the paper source. Different printer models support different paper sources, such as Upper, Lower, Manual, Envelope and Automatic. Orientation group box The Orientation group box specifies whether the document should print with its top along the short edge of the paper (Portrait) or along the long edge of the paper (Landscape). Copyright CYMA Systems Inc. 49

56 Printer Setup Command Buttons Click the Network button to connect to a Network printer. Click the OK button to accept and save the information and close the dialog box. Click the Cancel button to close the dialog box without making any changes. Copyright CYMA Systems Inc. 50

57 Exit To exit CYMA IV, select the Exit option on the File menu or you can press ALT + F4 to exit. The Close button located in the upper-right corner of the window also quits CYMA IV. Copyright CYMA Systems Inc. 51

58 Maintain Menu After installation and product registration are completed, the next step is to set up your company, accounting periods, users and optionally transaction classification codes. The Maintain menu contains the operations necessary to perform this setup. Company Setup Accounting Periods Users Transaction Classification Codes Setting Company Events Custom Forms Copyright CYMA Systems Inc. 52

59 Maintain Companies Before processing any information for a company it must be set up using the Company... option on the Maintain menu. When Company... is selected from the Maintain menu, the Maintain Companies dialog box displays. This allows you to set up a company's demographic information, data file paths, accounting basis, and account mask. You can also create a new company by copying an existing company. The dialog box consists of four tab pages, each containing information pertaining to the company, plus a tab page for Notes. Maintain Companies dialog box Refer to the following field descriptions and requirements. ID Copyright CYMA Systems Inc. 53

60 To create a new company, click the New button to clear the dialog box and then enter an ID to represent the new company (up to six alphanumeric characters, blanks, single quote, and double quotes are not permitted). To view an existing company, type a valid company ID or use the Browser to select a company. Once the company is displayed on the dialog box, it is in view-only mode. Click on the various tab pages to view the information. To edit an existing company, type a valid company ID or use the Browser to select the company. Once the company is displayed on the dialog box, click the Edit button and make any desired changes. On the Account Mask tab, once the account mask is entered and the company is saved, you can only change the Type of Separator, Base Account Segment, Segment Name, and Sort Order. Company Enter the company name (up to 40 alphanumeric characters). Maintain Companies Command Buttons The Copy button allows you to copy the displayed company. When clicked, the Copy a Company dialog box displays. The Edit button allows you to make changes to the displayed company record. Click the Edit button after the ID has been entered. The Save button validates the data entered on the company record and saves any changes. The New button prompts you to save any changes to the active record (if applicable) and then clears the dialog box, allowing you to create a new company or select another company for viewing or editing. The Delete button permanently removes the displayed company record from the data file. The Close button closes the dialog box and prompts you to save any changes (if applicable). Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 54

61 Sample Account Masks The account mask is your company's account number structure. The mask that you design needs to meet the requirements of your company now and in the future. Once entered and saved, only the Type of Separator, Base Account Segment, Segment Name, and Sort Order can be changed. The Segment Type can be changed as follows: numeric type to alphanumeric and alphabetic type to alphanumeric. Sample Account Number Structures Refer to the following examples to help you in designing your account mask. Sample 1 The following account number is the account mask recommended by CYMA IV and consists of 12 characters and 3 segments: PHX-200. The breakdown of the account structure is: Base Account PHX Location 200 Department Sample Account Mask tab Copyright CYMA Systems Inc. 55

62 A sample Account Mask tab setup for this account structure would be as follows: Account Length: 12 Number of Segments: 3 Type of Separator: dash (-) Base Account Segment: 1 Segment Number Segment Length Segment Name Segment Type Sort Order 1 6 Base Account Numeric Location Alphanumeric Department Numeric 3 Sample 2 The following account number consists of 12 characters and 4 segments: ABC.1. The breakdown of the account structure is: Base Account Copyright CYMA Systems Inc. 56

63 125 Department ABC Job 1 Company Sample Account Mask tab A sample Account Mask tab for this account structure would be as follows: Account Length: 12 Number of Segments: 4 Type of Separator: period (.) Base Account Segment: 1 Segment Number Segment Length Segment Name Segment Type Sort Order 1 5 Base Account Numeric Department Numeric Job Alphanumeric Company Numeric 2 Sample 3 Copyright CYMA Systems Inc. 57

64 The following account number consists of 8 characters and 4 segments: 3/780/12/09. The break-down of the account structure is: 3 Store 780 Base Account 12 Profit Center 09 Region Sample Account Mask tab A sample Account Mask tab for this account structure would be as follows: Account Length: 8 Number of Segments: 4 Type of Separator: forward slash (/) Base Account Segment: 2 Segment Number Segment Length Segment Name Segment Type Sort Order 1 1 Store Numeric 1 Copyright CYMA Systems Inc. 58

65 2 3 Base Account Numeric Profit Center Alphanumeric Region Numeric 4 Sample 4 Hometown Sporting Goods operates five stores in two states. They sell to commercial and retail buyers and classify their sales and expenses into five departments. After consulting with their accountants, Hometown Sporting Goods decided on the following account structure: Sample Account Mask tab Account Length: 14 Number of Segments: 4 Type of Separator: dash (-) Segment Number Segment Length Segment Name Segment Type Sort Order 1 5 Base Account Numeric Department Numeric 4 Copyright CYMA Systems Inc. 59

66 3 2 State Alphabetic City Alphabetic 2 Sample Chart of Accounts An example of a partial chart of accounts using the above account mask follows. Notice how segment three is the primary sort and all accounts with AZ in the third segment appear before accounts with NM in the third segment. Chart of Accounts with segment three (State) as primary sort Cash Office Supplies Office Supplies Cash Accounts Receivable Sales Sales Sales Sales Office Supplies Office Supplies Cash Sales Cash Accounts Receivable Office Supplies AZ-GLN AZ-GLN AZ-GLN AZ-PHX AZ-PHX AZ-PHX AZ-PHX AZ-PHX AZ-PHX AZ-PHX AZ-PHX AZ-TEM AZ-TEM NM-ALB NM-ALB NM-ALB Notice the difference in the order accounts appear when segment one is the first sort, segment two is the second, etc. Chart of Accounts with segment one (Base Account) as primary sort Cash AZ-GLN Cash AZ-PHX Cash AZ-TEM Cash NM-ALB Accounts Receivable AZ-PHX Accounts Receivable NM-ALB Sales AZ-PHX Sales AZ-PHX Sales AZ-TEM Sales AZ-PHX Sales AZ-PHX Office Supplies AZ-GLN Office Supplies AZ-PHX Office Supplies NM-ALB Office Supplies AZ-GLN Office Supplies AZ-PHX As you can see by the above examples, changing the sort order dramatically changes the order in which accounts display and/or print. Copyright CYMA Systems Inc. 60

67 Maintain Companies - Account Mask Tab The focal point of any accounting system is the chart of accounts. The definition of the account number structure, referred to in CYMA IV as the account mask, determines the level of reporting flexibility throughout the system. The account mask must be defined even if the General Ledger module is not installed. Even without the General Ledger, proper setup of the account mask will provide enhanced reporting in all other modules. The account mask determines the account length, number of segments in the account, segment separator, base account segment, and each segment's length, type, name, and sort order. The account mask is used when creating the chart of accounts in the General Ledger (if applicable) to format the account number display and provide some control over what values can be entered, during data entry in all modules, and for reporting purposes. Give careful consideration to the design of the account mask to ensure that it fits the needs of your company, now and in the future. Once the account mask is entered and saved, only the Type of Separator, Base Account Segment, Segment Name, and Sort Order can be changed. You can define an account length of up to 24 characters (not including separators) with up to ten segments. Each segment should be established to represent a specific reporting need. For example, one segment would represent the base account number while additional segments may represent a division, department, location, restriction, or company. The segments cannot be subdivided, therefore, each segment should represent the lowest level of a specific reporting need. Reports in the General Ledger module can be filtered based upon a range of values for each segment in the account mask. To provide additional flexibility, a given segment can be defined to only allow numeric, alphabetic, or alphanumeric characters. The type of segment separator character and the sort order also allow you to control the look of account numbers when they are displayed or printed on reports. Account Mask tab Copyright CYMA Systems Inc. 61

68 Refer to the following field descriptions and requirements. Custom Account Mask To create your own account mask, such as those shown in Sample 2 through Sample 4, choose the Custom Account Mask option button. Recommended Account Mask To use the account mask recommended by CYMA IV choose the Recommended Account Mask option button. Chart of Accounts Template CYMA IV provides several pre-defined Chart of Account Templates for many business types that you may use to help you with setup. Click the drop-down list box button to display the available templates. To preview the defined accounts in the template, click the View button. Click the Print button to print a chart of accounts template. Once a template is selected you may edit the descriptions of predefined accounts or add your own to the template in the General Ledger module. Chart of Accounts Template Command Buttons Copyright CYMA Systems Inc. 62

69 Allows the user to choose a predefined Chart of Accounts. After choosing a predefined Chart of Accounts, the View button allows the user to view the selected Chart of Accounts. After choosing a predefined Chart of Accounts, the Print button allows the user to print the selected Chart of Accounts. Account Length Enter the total number of characters for the account number (up to 24 characters), or click the spin box arrows to select the number of characters. Number of Segments Enter the number of segments that will divide the account number (up to 10 segments are allowed), or click the spin box arrows to select the number of segments. Type of Separator Select a symbol from the drop down list box to be used to separate the segments during data entry, for display purposes, and reporting. The separators available are: hyphen (dash or minus sign) (-), period (.), forward slash (/), and backslash (\). Base Account Segment Enter the segment number that identifies the base account segment, or click the spin box arrows to select it. Segment number one "1" is the default and can be overridden. This field is used for financial reporting in the F9 Financial Report Writer. Data Grid Columns and Fields Once you click on the Data Grid (after entering the Number of Segments), one line for each segment displays. Complete each line for each segment. Segment This view-only field displays the segment numbers one through the number entered in Number of Segments. Length Enter the length of the segment. Segment Name Enter a name to describe the segment, such as Department, Branch, etc. (up to 12 alphanumeric characters). Segment Type Select from the drop down list the character format for the segment. The available formats are: Alphabetic, Alphanumeric, and Numeric. Only uppercase letters are allowed in the alphabetic and alphanumeric mask (lowercase letters are converted to uppercase). Once the account mask has been entered and saved, the only changes allowed to the Segment Type are: Copyright CYMA Systems Inc. 63

70 1) Change Numeric type to Alphanumeric, or 2) Change Alphabetic type to Alphanumeric. Sort Order Enter the number that corresponds to the order in which you want the segment to be placed when sorting account numbers. See also Sample Account Masks. Copyright CYMA Systems Inc. 64

71 Chart of Accounts Templates Fourteen predefined Chart of Account Templates are included with your CYMA IV software. After choosing one of the predefined Chart of Accounts Templates, additional accounts can be setup in General Ledger for your individual company. Animal Clinic/Humane Society Church/Religious Organization Education Facility Library The Animal Clinic/Humane Society, Church/Religious Organization, Education Facility, and Library account masks follow the Not-For-Profit accounting discipline and consist of 8 characters and 3 segments: The breakdown of the account structure is: 1000 Base Account 1 Restriction 000 Department Copyright CYMA Systems Inc. 65

72 The sample Account Mask tab for this account structure is as follows: Segment Number Account Length: 8 Number of Segments: 3 Type of Separator: period (.) Base Account Segment: 1 Segment Length Segment Name Segment Type Sort Order 1 4 Base Account Numeric Restriction Alphanumeric Department Alphanumeric 3 Construction Day Care or Convalescent Facility General Small Business Golf Club & Restaurant Manufacturing Medical, Dental, Chiropractic Professional Services: Legal, Architectural, Consulting Restaurant, Diner, Café, Bistro Retail Sales Small Repair or Retail Shop The Construction, Day Care or Convalescent Facility, General Small Business, Golf Club & Restaurant, Manufacturing, Medical, Dental, Chiropractic, Professional Services: Legal, Architectural, Consulting, Restaurant, Diner, Café, Bistro, Retail Sales, and Small Repair or Retail Shop account masks consist of 8 characters and 2 segments: The breakdown of the account structure is: 1010 Base Account 0000 Sub Account Copyright CYMA Systems Inc. 66

73 The sample Account Mask tab for this account structure is as follows: Account Length: 8 Number of Segments: 2 Type of Separator: period (.) Base Account Segment: 1 Segment Number Segment Length Segment Name Segment Type Sort Order 1 4 Base Account Numeric Sub Account Numeric 2 Click the View button to view the selected Chart of Accounts. Click the Print button to print the selected Chart of Accounts. Copyright CYMA Systems Inc. 67

74 Maintain Companies - Copy Company The Copy Company feature allows you to create a new company by copying an existing source company. Step-by-step instructions on copying a company are provided below. Before proceeding to copy a company, refer to the following technical tips. Technical Tips If the source company is posting to the General Ledger of a different company, this setup option will not be copied to the new company. The new company will always default to post to its own General Ledger. To change the General Ledger the new company will post to, after the copy process is complete access the company record in the Maintain Companies dialog box and change the Company to Post GL Data option. When the copy process has completed you are presented with a confirmation message. The message may contain a list of files that the copy process looked for but could not find in the source company's data files. Print any relevant CYMA IV reports, such as master file reports, to verify that all the data was copied correctly. After the process is complete you will need to Recalculates GL Balances. Advanced users can refer to the Advanced Technical Tips section for supplemental information regarding customizing the list of files that get copied. To copy a company refer to the following instructions: 1. Make sure all users are logged out of the source company. 2. In the Maintain Companies dialog box, enter the ID of the source company (the company that you want to copy). 3. After a valid company ID has been entered and the dialog box is in view-only mode, the Copy button will be enabled. Click the Copy button to display the Copy a Company dialog box. 4. In the ID field, enter up to six alphanumeric characters for the new company's ID. 5. In the Desc field, enter up to 40 alphanumeric characters for the new company's name. 6. In the Path field, enter a location or use the button to select a path for the new company's data files. The path will default to ".\CompanyID", which places the company data folders in the main CYMA IV directory. This type of pathing is known as a relative reference. It is highly recommended that the default is used as it reduces the number of problems related to other types of pathing. If you are on a network and browse to a path that is external to your computer, (e.g. F:\Cyma4), the path will be returned incorrectly, with an extra set of double backslashes. Delete the extra set or enter the path manually. (Example: \\server\c\\cyma\cyma4 should be: \\server\c\cyma\cyma4) 7. In the History field, enter a location or use the button to select a path for the new company's historical data files. 8. Click the OK button. 9. You will be presented with a series of confirmation messages. Read each message and respond as appropriate. Copyright CYMA Systems Inc. 68

75 10. When the copy is complete, you will be presented with a confirmation message and asked to verify the copied data. Print any relevant CYMA IV reports and verify the data. It is recommended to do so before processing any data for the new company. Copy a Company dialog box Refer to the following field descriptions and requirements. Copy From The source company's ID and description will display in view-only mode. New Company group box ID Enter an ID to represent the new company (up to six alphanumeric characters). Desc Enter the company name (up to 40 alphanumeric characters). Path Enter the data file path for the new company or use the button to select one. History Enter the history data file path for the new company or use the button to select one. After the OK button is clicked, if the data file path(s) entered do not exist, you will be prompted with a message asking if you want CYMA IV to create the path(s). Copy Company Command Buttons Copyright CYMA Systems Inc. 69

76 After you have completed the dialog box, click the OK button to begin the copy process. Click the Cancel button to close the Copy a Company without copying a company. Copyright CYMA Systems Inc. 70

77 Maintain Companies - Copy Company - Advanced Technical Tips The following information is intended for advanced users that are interested in customizing the list of files that get copied during the Copy Company process. The Copy Company process uses an initialization (.INI) file that contains the list of files to be copied. The INI file is named Copylist.ini and resides in the CYMA IV program directory. The INI file is a standard Windows initialization file that can be accessed with a text editor or through the standard Windows INI file handling functions. A default INI file is installed into the CYMA IV program directory. However, you can copy the INI file into the data directory of the source company. This allows you to setup a template company with a custom list of files to copy. If there is a Copylist.ini file in the data directory of the source company, it will be used in place of the INI file in the CYMA IV program folder. The default INI file will copy the configuration and maintenance files of all installed modules. For example, the GL configuration, GL accounts, GL account sub-types, GL account segment value names, GL account types, GL user-defined journals, GL pop-up notes, and GL custom tabs will be copied. Transaction files for the modules are not copied. Transaction files include GL transactions, AR invoices and checks, AP invoices and checks, CD checks, Payroll transactions and checks, Bank Reconciliation reconciliations. The file list in the INI file contains all the files necessary to copy those files - they are simply commented out. You can modify the INI file. This allows you, for example, to specify that transaction files get copied, omit files from being copied or add additional files. Third Party developers' install programs can treat this as an INI file to copy their files to new companies. Third party developers can add their own files to the list as long as the files being added reside in the source company's data/history directory or a sub-directory. When adding files to subdirectories, specify the subdirectory name along with the filename. Modifying the Copylist.ini File Refer to the following information to edit the INI file. Open the INI file. This is a normal text file and may be edited with a text editor. Any line that does NOT begin with a letter or number will be ignored by the Copy Company process. For example, files with a semicolon at the beginning of their filename will not be copied. Lines that begin with a space will also be ignored. Remove the semi-colon from the beginning of each of the filenames to copy that file during the Copy Company process. For example, in the transaction sections of each module remove the semicolon from the beginning of the filename to copy the source company's transaction files. New categories and files can be added to the INI file. Follow the existing format where file categories are set off by hyphens followed by the file list. Save and close the Copylist.ini file. DO NOT change the filename. Copyright CYMA Systems Inc. 71

78 Maintain Companies - Company Page 1 Tab The Company Page 1 tab contains your company's demographic information, data file paths, and the company's accounting basis. Company Page 1 tab Refer to the following field descriptions and requirements. Street Enter the street address of the company (up to 30 alphanumeric characters in each line). City Enter the city where the company is located (up to 25 alphanumeric characters). State/Prov Enter the state or province where the company is located (up to 25 alphanumeric characters). Postal Code Copyright CYMA Systems Inc. 72

79 Enter the company's zip code or postal code (up to 11 alphanumeric characters). Country Enter the country where the company is located (up to 30 alphanumeric characters). Data File Paths The system creates a folder with the same name as the company's ID beneath the CYMA IV program folder. This becomes the default data path for the current and history data files. To change the data file path for the current files or the history files, enter a new path in the corresponding field or click on the button to set the new path location. When setting the path for the first time, if the specified data path does not exist, CYMA IV will create the new data path. Thereafter, if you change the data path for an existing company, the data path that is entered must be an existing data path -- the system does not create folders in the edit mode. Once the Save button is clicked, the system moves the data files to the new location. Current Data File Path The Current Data File Path is the location of the files that contain data that have not been moved to history. Historical Data File Path The Historical Data File Path is the location of the files that contain data that have been moved to history. Create SQL Connection Check this option to create the database connection in the Pervasive Control Center. This database connection is not used for normal program function, but may be used for reports and Employee Self Service. Click the Settings button to see or change the database name or server. Accounting Basis Accrual Cash Select the appropriate option button for your business accounting basis, cash or accrual. The accounting basis can be changed at any time, however, this is not recommended without first consulting your accountant. Company To Post GL Data If you have multiple companies, select the General Ledger company to use for the subsidiary modules. All data from subsidiary modules will post to the General Ledger specified and all General Ledger operations must be performed in the specified General Ledger company. The General Ledger for the displayed company will become inactive when a different company General Ledger is specified. Transaction Classification Codes Group box Use Transaction Classification Codes Select this check box to enable transaction classification codes for this company. When this check box is selected, Transaction Classification menu items are enabled in the System Manager Maintain menu. Use the Maintain Transaction Classification table to define transaction classification codes. Maintain Configuration in each subsidiary module contains a "Use Transaction Classification Codes" check box allowing you to select which modules will use the code tables. Copyright CYMA Systems Inc. 73

80 Job Costing group box Use Job Capturing Select this check box to enable job capturing for this company. When this check box is selected, all relevant Job fields throughout the system are enabled. Employee Self Service group box Use ESS Select this check box to enable Employee Self Service access for this company. This check box is only enabled if ESS is properly registered in System Manager - System - Register. Processing Category There are five payroll Processing Categories (Client Types) available. The Processing Categories and their descriptions are: Standard Standard is the default option for new users and is applicable to the majority of organizations using the CYMA payroll module. This type indicates this company doesn t process payroll for other companies. If this option is chosen all client billing menu options (Maintain Clients, Maintain Billing Configuration, Maintain Client Groups and Process Billings) are disabled. Payroll Service Organization (PSO) Payroll Service Organizations provides payroll functions for multiple clients. There is no coemployment relationship between the PSO and their clients. There are two different types of Processing Category companies that are required to be setup: Payroll Service Parent Select Payroll Service Parent for the company that is providing the payroll service. This company will receive the payroll billing information from each of the Payroll Service Client companies. Products and Customers will be set up in this company to track billing and product related information received from the Payroll Service Client companies. Only one company can be set with this category. Maintain Clients, Maintain Billing Configuration, Maintain Client Groups and Process Billings menu items are not available for this processing category. Payroll Service Client Select Payroll Service Client for each company the Payroll Service Parent processes payroll for. The customers and products available in these companies come from the Payroll Service Parent company. All billing is pushed to the Payroll Service Parent for tracking, printing, etc. No clients are setup in this type of company. Maintain Billing Configuration and Process Billing menu items are available for this processing category. Professional Employer Organization (PEO) Professional Employer Organizations provide services, usually for multiple smaller companies (Clients) that don t have the time, expertise or resources to perform management tasks such as the HR and payroll functions. The PEO does this by hiring a client company s employees, thus becoming the employee's employer of record, for tax and insurance purposes. The client company continues to direct the employee's day-to-day activities. This relationship is often called co-employment. In the PEO scenario only one payroll company is established with multiple clients. Each employee is then linked to their day-to-day employer with the Client ID field. The PEO has the option to process and print checks for all clients or a single/range of clients. Maintain Clients, Maintain Client Groups, Maintain Billing Configuration, Maintain Client Groups and Process Billings menu items are available for this processing category. Copyright CYMA Systems Inc. 74

81 Fiscal Agent Fiscal Agent is used for companies that processes payroll for healthcare recipients that are unable to pay their caregivers themselves. In this scenario one payroll company is setup for the Fiscal Agent. A Client is then setup for each healthcare recipient/consumer. Each recipient/consumer has their own EIN number and their own set of employees who are their personal caregivers. Typically each recipient would have one or two caregiver employees who are linked back to them through the Client ID on Maintain Employees. The Fiscal Agent provides the service of paying the caregivers for the recipients. On the face of the payroll check it will indicate the payer is the care recipient. Maintain Clients, Maintain Client Groups, Maintain Billing Configuration, Maintain Client Groups and Process Billings menu items are available for this processing category. Staffing Company Staffing Company is used for companies that provide temporary employees to other organizations. Companies with this designation have access, in Payroll, to Maintain Clients, Maintain Client Groups, Maintain Work Orders, Maintain Work Order Types, Maintain Job Codes, Maintain Staff Skills, Enter Staffing Hours and Process Staff Billing. Copyright CYMA Systems Inc. 75

82 Maintain Companies - Company Page 2 Tab The Company Page 2 tab contains your company's phone numbers, addresses, and tax IDs. Company Page 2 tab Refer to the following field descriptions and requirements. Phone Numbers/ Addresses Data Grid Enter virtually unlimited phone numbers and addresses. Contact Enter the contact (up to 50 alphanumeric characters). Phone Type The drop-down list contains the following options: U.S. Phone, International Phone, , and Fax. This determines the formatting, if any, on the screen. U.S. Phone is the default phone type. International Phone, , and Fax provide no formatting, and therefore require appropriate punctuation when entered on the Data Grid. Copyright CYMA Systems Inc. 76

83 Phone/ Type the phone or data (up to 50 alphanumeric characters). Default Check this check box if this is the primary / default contact. This name will print as part of the company address information on the 1099's. Desc Use the Phone/ text box with the Phone Type to enter Internet addresses! Enter the phone description (up to 50 alphanumeric characters), such as the fax number, shipping dock number, etc. Tax IDs group box Tax IDs can be printed on various reports throughout CYMA IV. Federal Tax ID Enter the appropriate tax ID in the Federal Tax ID (up to 15 alphanumeric characters). State Tax ID Enter the appropriate tax ID in the State Tax ID (up to 15 alphanumeric characters). City Tax ID Enter the appropriate tax ID in the City Tax ID (up to 15 alphanumeric characters). Local Tax ID Enter the appropriate tax ID in the Local Tax ID (up to 15 alphanumeric characters). Copyright CYMA Systems Inc. 77

84 Maintain Users When Users... is selected from the Maintain menu, the Maintain Users dialog box displays. This dialog box consists of three tab pages, the User tab, Security tab, and Preferences tab and allows you to create individual user records for each person accessing the software. The System Administrator manages user records. Users that are designated as System Administrator have unrestricted access to all operations and are the only users that can add, change, or delete other users. When you accessed the software for the first time the user ID SYS was used. This is the predefined user ID and is designated as System Administrator. Once the system setup has been completed, it is recommended that the use of the SYS ID be discontinued. Each person should be assigned a unique user ID and password. This allows the System Administrator to control a user's access to the company(s) and operations in the system. The user ID is also written to transaction and master file records, providing an audit trail of records created or changed by individual users. When logging in, each user must enter their user ID and password before they are allowed to proceed. Users can edit their own User tab to change their own password, keyboard mode, or bookmark information, however, only a System Administrator can access the Security tab and the Preferences tab. More than one user may be designated as System Administrator. Maintain Users dialog box Copyright CYMA Systems Inc. 78

85 Refer to the following field descriptions and requirements. User ID To set up a new user, click the New button and then type a three character code for the User ID that does not exist, such as the user's initials. To edit a user record, type the valid User ID or use the Browser to select it and then click the Edit button. To delete a user record, the record must be in edit mode and then click the Delete button. You cannot delete user SYS or the user designated as the System Administrator. Remember, be sure you are logged in as System Administrator to change a user s security and preferences, create new users, or delete existing users. Name Copyright CYMA Systems Inc. 79

86 Enter the user s name (up to 40 alphanumeric characters). Maintain Users tab pages: User tab Security tab User Preferences Tab Maintain Users Command Buttons The Copy button allows you to copy the displayed User. When clicked, the Copy Current User dialog box displays. The Edit button allows you to make changes to the displayed user record. Click the Edit button once a valid User ID has been entered. The Save button validates the data entered and saves the displayed user record. The New button prompts you to save any changes to the active record (if applicable) and then clears the dialog box, allowing you to create a new record or select another user's record for viewing or editing. The Delete button permanently removes the displayed record from the data file. The record must be in edit mode to enable this button. The Close button prompts you to save any changes (if applicable) and then closes the dialog box. Pressing the ESC key has the same function. Copyright CYMA Systems Inc. 80

87 Maintain Users - User Tab The User tab contains the User's password, default keyboard mode, show report names option, currency options, smart entry sound, and bookmark information. Each user can access this tab and modify these settings any time. User tab Refer to the following field descriptions and requirements. Account Information group box This group box contains the User's password. When a password is set up and the User is logging onto the system, they must supply the correct password on the User Login dialog box before they can proceed. Password Enter the user password (up to 20 alphanumeric characters). The letters you type will appear as asterisks. Confirm Password Enter the password again to confirm your entry. Copyright CYMA Systems Inc. 81

88 group box Enter an address for this user. Click the button to send an to the selected user. Once the button is clicked a dialog will display to allow entry of additional s, a subject and a message. A MAPI compliant program, such as Outlook, must be installed to use this function. Currency Options group box This group box contains the fixed decimal entry option. If the Use Fixed Decimal Entry check box is selected, when entering data, the system will automatically place the decimal point two places to the left. For example, when this check box is selected and the User enters 12345, the result is When this check box is not selected and the User enters 12345, the result is Each user can override their setting at anytime. To change the setting while in any dialog box, right-click the mouse on the field to access the Local Options menu and select or deselect the Fixed Decimal option. The setting will remain active for the User's current session. When the User exits and reenters the system, it is returned to the default. To permanently change the default, the change must be made to User's record. Use Fixed Decimal Entry Select the check box to use fixed decimal entry. Default Keyboard Mode group box This group box contains the User's default keyboard mode for entering data. This will be the default mode and can be changed at any time by the User. To change modes, while in any dialog box, rightclick the mouse to access the Entry Mode local options menu item and choose a different mode. The mode chosen will remain active for the User's current session. When the User exits and reenters the system, they are returned to the default keyboard mode. To permanently change the default mode, the change must be made to the User's record. The available modes are: Standard Windows - The TAB key advances the cursor from one field to another. SHIFT + TAB moves the cursor back to the prior field. Keypad - The ENTER key advances the cursor to the next enabled field rather than to the default button. This is especially useful for ten-key users who prefer to use the numeric keypad. Speed Entry - The ENTER key advances the cursor to the next Required field. When all required fields have been entered, the record is saved. Options group box Show Report Names Select the Show Report Names check box if you want the Crystal Reports file names to show in the report list. This allows you to see what report file is being used to print the report. Copy Report Query to Clipboard The Copy Report Query to Clipboard option will copy information to the Windows Clipboard each time a report is run. This information can be pasted into a document to help show what parameters were used when running the report. This information is useful for creating custom reports and for troubleshooting. Auto Pop-Up Calendar Select the Auto Pop-Up Calendar check box if you want a calendar to pop up when tabbing into a date field. Smart Entry Copyright CYMA Systems Inc. 82

89 Select the Smart Entry check box to turn on Smart Entry sound. When selected, the Smart Entry Sound dropdown becomes active. Sound When Smart Entry is selected, the Sound dropdown becomes active. Use the dropdown to choose one of four sounds available. Bookmark Information group box The bookmark information allows users to mark the CYMA IV module and company that they return to each time they enter the system. Module Select the module to access each time the displayed User enters the system. The drop-down list bookmark options are: None Defaults the User to the System Manager module Last Opens the last module accessed by the User. Module Name The installed modules are listed. Selecting a module always starts the User in the specified module. Company Select the company to access each time the displayed User enters the system. The drop down list bookmark options are: None User must enter a company at the User Login dialog box Last Opens the last company accessed by the User. Company Name The existing company(s) are displayed. Selecting a company always starts the User in the specified company Copyright CYMA Systems Inc. 83

90 Maintain Users - Security Tab The Security tab can only be accessed by a System Administrator. This tab is used to establish the user's access privileges to CYMA IV. Security tab Refer to the following field descriptions and requirements. Type The drop-down list contains the available user types: Administrator and User. Once your company setup is complete with a User defined as the System Administrator, it is recommended that the use of the SYS ID be discontinued. AR Manager Select the AR Manager check box if the user is permitted to take individual invoices off hold in the Accounts Receivable module (if applicable). Sales Manager Select this check box if the user is permitted to override pricing alerts in Sales Order. If the pricing alert configuration is to PROHIBIT and you are the Sales Manager, you will receive the WARN message and are allowed to save the order. If the pricing alert is PROHIBIT and you are Copyright CYMA Systems Inc. 84

91 NOT the Sales Manager, you will not be allowed to save the order until the price is adjusted accordingly. If the pricing alert is WARN all users including the Sales Manager receive the warning message. If the product does not allow price override, no checking can be performed. Create Companies Select this check box if the user is permitted to create new companies. Credit Manager Select this check box if the user is permitted to edit the Credit Tab on the Maintain Customers dialog box in the Accounts Receivable module (if applicable). Purchasing Manager Select this check box if the user is permitted to override budget control. If the budget control treatment is PROHIBIT and you are the Purchasing Manager, you will receive the WARN message and are allowed to save the order. If the budget control treatment is PROHIBIT and you are NOT the Purchasing Manager, you will not be allowed to save the order until the offending line is adjusted within budget. If budget control treatment is WARN all users including the Purchasing Manager receive the warning message. Custom Form Designer Select this check box if the user is permitted to use the Custom Form Designer to create, edit, or delete custom forms. The Custom Forms Designer is used throughout, to generate and print forms such as, invoices, checks, statements, 1099s, and W2s. HR Manager Select this check box to give the user addition functionality in the Human Resource module and Employee Web Portal. HR Managers will see additional tab pages in Maintain Employees when accessing the dialog from Human Resources. HR Managers have specific queries available to only them, along with the ability to see all employees in all queries, through the Employee Web Portal. HR Managers can see pay related information through the HR module, while non HR Managers can only see pay related information if they have access to the appropriate menu items in Payroll. Non-HR managers also do not have access to pay related information in browsers. Inventory Manager The Inventory Manager option is for informational purposes only. Custom Data Designer Select this check box if the user is permitted to use the Custom Data Designer to add userdefined data fields to the Custom tab in master files, such as in Maintain Customers in Accounts Receivable. Enabled Items group box The Enabled Items list displays in outline format the processes in the system that the user can access. You can disable items by dragging an entire branch to the Disabled Items list, or by expanding a branch and double clicking on a single item, or by dragging the single item to the Disabled Items list. For each enabled item, you can use the radio buttons, Full Access or View Only, to assign rights to a specific item. The radio buttons are enabled when a branch is fully expanded and a specific item is highlighted. Full Access Allows the User to create, change and delete records for a specific item on the Enabled Items list. View Only Copyright CYMA Systems Inc. 85

92 Allows the User to access a specific item on the Enabled Items list, however, they cannot create, change, or delete records. Disabled Items group box The Disabled Items list displays in an outline format the processes in the system that the user cannot access. You can enable items by dragging an entire branch to the Enabled Items list box, or by expanding a branch and double clicking on a single item, or by dragging the single item to the Enabled Items list. Disabled items appear grayed out to the user. Copyright CYMA Systems Inc. 86

93 Maintain Users - Preferences Tab Only a System Administrator can access the Preferences tab. This tab is used to specify what startup page will be displayed through edesk, if any, when CYMA IV is launched. Maintain Users - Preference Tab Refer to the following field descriptions and requirements. edesk group box Use Default Startup Page This setting will automatically launch the edesk Startup Page that is embedded in the program. Specify Startup Page The startup page can be any web page you wish. It may be one that you create yourself, an address in your company s intranet system, or an address on the World Wide Web. Disable edesk This setting will disable the edesk function. It is replaced with the standard gray CYMA IV desktop. Copyright CYMA Systems Inc. 87

94 Note: Even if you wish to disable edesk, it is still necessary to have the edesk templates installed. Disallow CYMA URLs User security has been enhanced so that you can disallow CYMA URLs in edesk for specific users. Defaults group box Warehouse ID: Type in a Warehouse ID or select one from the browser. When the user is logged in this Warehouse will default into all Entry screens, in the Sales Order, Purchase Order and Inventory Control modules, where a Warehouse is required. This dialog is only available if Inventory Control is installed. Windows Position and Size group box Reset all Windows to Default Position and Size Check this box and the save the changes to reset all dialog to the default position and size. Copyright CYMA Systems Inc. 88

95 Maintain Users - Copy Current User When the Copy button is clicked on the Maintain Users dialog, the Copy Current User dialog box displays. The Copy Current User feature saves time when entering new users with identical security and preference features. Once the user is copied, the Maintain Users dialog box displays the new user record and allows you to edit the information accordingly. If the users in your company require basically the same security and preference features you can set up a generic user record with the standard set of security and preference features. When a new user needs to be set up, use the Copy button to assign the new user an ID and copy the standard set of features. Copy Current User Refer to the following field descriptions and requirements. User to Copy group box The name and ID of the user that was displayed on the Maintain Users dialog box when the Copy button was clicked displays in view-only mode. This user's features will be copied to the new user record. User ID The ID of the user that was displayed on the Maintain Users dialog box when the Copy button was clicked displays in view-only mode. Name The name of the user that was displayed on the Maintain Users dialog box when the Copy button was clicked displays in view-only mode. New User group box New User ID Enter an ID for the new user. Copyright CYMA Systems Inc. 89

96 Copy Current User Command Buttons Click the OK button to perform the copy function. Once the record is copied, the Maintain Users dialog box displays with the new user record displayed. Enter and/or edit the data accordingly for the new user. Once the new user has been created, be sure to review each tab page and verify the security and preference features. Click the Cancel button to quit the copy function and return to the Maintain Users dialog box. Copyright CYMA Systems Inc. 90

97 Data Entry Mode CYMA IV provides three data entry modes in an effort to provide you with an extremely fast and efficient interface. The following is a description of the three available modes: Standard Windows The TAB key advances the cursor from one field to another. SHIFT + TAB moves the cursor to the prior field. The ENTER key activates the default button. Keypad The ENTER key advances the cursor to the next enabled field rather than to the default button. This is especially useful for ten-key entry for users who prefer to use the numeric keypad. Speed Entry The ENTER key advances the cursor to the next required field. When all required fields have been entered, the record is saved. The data entry mode is set for each User on the Maintain Users dialog box in the System Manager. The entry mode in the User's record is the default and can be overridden at any time by the User during data entry. Simply right-click to access the Local Options menu and choose a different mode. The mode chosen to override the default remains active for the User's current session. Upon exiting and reentering the system, they are returned to their default mode. To change the default mode, access the User's record and change the Default Keyboard Mode. Copyright CYMA Systems Inc. 91

98 Maintain Transaction Classification Codes When Transaction Classification... is selected from the Maintain menu the Maintain Transaction Classification dialog box displays. Two separate user-defined Transaction Classification tables are available. Transaction Classifications can be used throughout the system. Accounts Payable, Accounts Receivable, General Ledger, Inventory Control, Job Costing, Payroll, Purchase Order and Sales Order share the same Transaction Classification Codes files. Transaction Classifications can be captured in most transaction based entry dialogs, at the line item detail level, throughout all CYMA IV modules and used as filters on select reports. This feature is enabled by selecting the "Use Transaction Classification Codes" check box in Maintain Companies. Selecting this check box informs CYMA IV that you wish to use the Transaction Classification Code tables. Once selected the Transaction Classification Code tables are available from the System Manager Maintain menu. The Maintain Configuration dialog in all subsidiary modules contains a secondary "Use Transaction Classification Codes" check box allowing you to select which modules will have access to the Transaction Classification Code tables. When this check box is selected two additional columns are added to various entry grids depending upon the module as follows: Accounts Payable Enter Invoices, Enter Recurring Invoices, Enter One Time Invoices, Quick Invoices Accounts Receivable Enter Invoices, Enter Volume Billing Invoices, Enter Recurring Invoices, Quick Invoices, One-Time Invoices General Ledger Enter Journal Entries, Enter Recurring Journal Entries Inventory Control Enter Beginning Quantities, Enter Receipts, Enter Adjustments, Enter Transfers, Enter Issues, Enter Builds Job Costing Enter Billable Charges, Process Prepare Invoices, Enter Labor Batches, Enter Adjustments, Enter Transfers Payroll Enter Payroll, Enter Manual Checks, Enter Time Entry, Enter Quick Payroll, Enter Adjustments Purchase Order Enter Purchase Orders Sales Order Enter Sales Orders Maintain Transaction Classification dialog Copyright CYMA Systems Inc. 92

99 Refer to the following field descriptions and requirements. Trans Class Enter a Transaction Classification Code (up to 6 alphanumeric characters). Desc Enter a Transaction Classification Description (up to 30 alphanumeric characters). Status The status defaults to Active on all new records. Only active codes can be selected during data entry. Codes that are assigned to transactions may not be deleted. Maintain Transaction Classification Command Buttons Click the OK button to save the information and close the dialog box. Click the Cancel button to abort, or cancel any changes you have made. The Cancel button prompts you to save any changes (if applicable) and then closes the dialog box. Copyright CYMA Systems Inc. 93

100 Maintain Setting When Setting... is selected from the Maintain menu the Maintain SMTP Settings dialog box is displayed. This dialog is used to enter your settings to allow s to be sent through the Employee Web Portal. Contact your Mail Server provider or your Network Administrator for the information needed to fill out this dialog. Maintain Setting dialog Refer to the following fields and descriptions. SMTP Mail Server group box Name Enter the Name of your SMTP Mail Server. Port Enter the Port number your SMTP Mail Server uses for outgoing . Use encrypted connection (SSL) Check the Use encrypted connection (SSL) check box if your SMTP Mail Server requires an SSL connection. Mail group box From Address Enter the address that will show on the s in the From Address line. Display Name Enter a Display Name if required by your SMTP Mail Server. User Copyright CYMA Systems Inc. 94

101 Enter the User login for the SMTP Mail user account to be used when sending s. User Password Enter the User Password for the SMTP Mail user account to be used when sending s. Maintain Setting command buttons Click the OK button to save your changes and close the dialog. Click the Cancel button to close the dialog without saving any changes. If changes have been made you will be prompted to save. Copyright CYMA Systems Inc. 95

102 Maintain Company Events When Company Events... is selected from the Maintain Menu the Maintain Company Events dialog displays. Items entered here are used on the main page of Employee Self Service. Maintain Company Events Refer to the following fields and descriptions Data grid columns and fields Event ID Enter a unique Event ID for this event, up to 6 alphanumeric characters. Description Enter a Description for this event, up to 30 alphanumeric characters. This description will display on the calendar spanning the start and end dates. Start Date Enter a Start Date for this event. This is the first date of the date range for the event. End Date Enter a End Date for this event. This is the last date of the date range for the event. Show Date Enter a Show Date for this event. This date will be compared to the actual computer date of the employee when they log in and the event will not be shown until the date entered here or after. For Example: an event may not take place until December but the employee should not be aware of it until after July 1st. The event can be set up in January, but with a show date of July 1st. Calendar Msg Copyright CYMA Systems Inc. 96

103 Select Yes or No from the dropdown. Events with a Yes will display in the actual calendar using the start and end dates. Events with a No will show in a scrolling window above the calendar using the Show Date. Message Enter a Message for this event, up to 255 alphanumeric characters. If the Calendar Msg option is set to "Yes" this message will display to the right of the calendar when the event is clicked on in the calendar. If the Calendar Msg options is set to "No" this message will display in the scrolling grid above the calendar. Status Select a Status from the drop down. Events with an Inactive status will not display regardless of the date settings. Copyright CYMA Systems Inc. 97

104 Maintain Custom Forms - Copy a Custom Form When the Copy button is clicked on the Maintain Custom Forms dialog box, the Copy a Custom Form dialog box displays. This operation allows you to copy an existing custom form and to save it with new form name.? Refer to the following instructions to copy a custom form: 1. On the Maintain Custom Forms dialog box, click on the form that you want to copy. 2. Click the Copy button. The Copy a Custom Form dialog box is displayed. 3. Enter the necessary data into the fields in the To group box. (Refer to the field descriptions below.) 4. Click the Copy button. Copy a Custom Form dialog box Refer to the following field descriptions and requirements. From group box The From group box will display the following information in view-only mode for the custom form selected to be copied. Title The Title of the currently selected form displays. Type The Type of the currently selected form displays. File The File field contains the path and filename of the currently selected form. To group box Copyright CYMA Systems Inc. 98

105 The To group box allows you to enter the name for the new form and specify whether it is a "company specific" or "system wide" form. Filename Enter a unique name for the copy of the custom form (up to 40 alphanumeric characters). Do not include a path. Company Specific Select the Company Specific option button if you want the new form to be available only to the current company. The custom form will be copied into the Forms folder within the current company's data folder. System Wide The System Wide option button will be selected by default. This specifies that the form will be available for use by all other CYMA IV companies. The custom form will be copied into the Forms folder in the CYMA IV program folder. Note: You can set a title for the new custom form in Crystal Reports. When a title is set for a custom form, the title will be used to reference the custom form throughout the software instead of the filename entered in the File field. This is useful if you cannot use long filenames on your system. When setting the title, you can enter the desired description for the form. Refer to the following steps to set a title for a custom form: 1. Edit the form using Crystal Reports. 2. Select File from the menu bar and click on Summary Info. The Document Properties dialog box will display. 3. In the Title field enter the title for the custom form. 4. Click the OK button. Copy a Custom Form Command Buttons The Copy button copies the selected form to the new name specified. To edit the form, select it from the list and press the Edit button. This will launch Crystal Reports allowing you to edit the form. The new form displays on the list of forms in the same category as the original form. The Cancel button closes the dialog box and returns you to the Maintain Custom Forms dialog box. Copyright CYMA Systems Inc. 99

106 Maintain Custom Forms - Create a Custom Form When the New button is clicked on the Maintain Custom Forms dialog box, the Create a Custom Form dialog box displays. This operation allows you to create a new custom form. When new forms are created, a standard template form is created. You can use the standard template as it is or modify it using Crystal Reports. Refer to the following instructions to create a new custom form: 1. On the Maintain Custom Forms dialog box, click the New button. The Create a Custom Form dialog box is displayed. 2. Select the Type of Form to Create from the drop-down list. This determines the standard template form that will be created. 3. Select whether the form will be company specific or a system wide form. 4. Enter a file name for the new custom form. You can set a title for the new custom form in Crystal Reports. When a title is set for a custom form, the title will be used to reference the custom form throughout the software instead of the filename entered in the File name field. This useful if you cannot use long filenames on your system. When setting the title, you can enter the desired description for the form. Refer to the following steps to set a title for a custom form: a. Edit the form using Crystal Reports. b. Select File from the menu bar and click on Summary Info. The Document Properties dialog box will display. c. In the Title field enter the title for the custom form. d. Click the OK button. Custom forms created with Crystal Reports are likely to print differently when certain parameters or conditions vary between the system they are created on and the system where they are printed. These differences can be the result of the different methods printer drivers use to measure text metrics, such as font size. This may result in misalignment of text objects or cause objects to overprint on each other. It is because of these potential differences between the environment in which the form was created and the environment where it is printed that may require the standard forms to be adjusted to operate properly in the printing environment. For a more detailed discussion on these issues refer to the help topics in Crystal Reports entitled "Report Distribution - Printing Considerations" and "Report Distribution Design Solutions for Printing/Distribution". Create a Custom Form dialog box Copyright CYMA Systems Inc. 100

107 Refer to the following field descriptions and requirements. Type of Form to Create Select from the drop-down list the type of custom form to create. This will determine the standard template form that is created. You can use the standard template form as it is or modify it to suit your needs. File Name Enter a unique name for the new custom form. Company Specific Select the Company Specific option button if you want the new form to be available only to the current company. The custom form will be copied into the Forms folder within the current company's data folder. System Wide The System Wide option button will be selected by default. This specifies that the form will be available for use by all other CYMA IV companies. The custom form will be copied into the Forms folder in the CYMA IV program folder. Create a Custom Form Command Buttons The Create button creates a standard form template based on the type of form selected. To edit the form, select it from the list and press the Edit button. This will launch Crystal Reports allowing you to edit the form. If you do not want to edit the form at this time, you may edit the custom form at a later time by highlighting the form name on the Maintain Custom Forms dialog box and then clicking the Edit button. The new form will be displayed in the appropriate form category on the Maintain Custom Forms dialog box. The Cancel button closes the dialog box and returns you to the Maintain Custom Forms dialog box. Copyright CYMA Systems Inc. 101

108 Maintain Custom Forms - Deleting a Custom Form When a custom form is no longer needed it can be deleted from the system.? Refer to the following steps to delete a custom form: 1. Access the Maintain Custom Forms dialog box. 2. Highlight the form to be deleted. 3. Click the Delete button. 3. Once the Delete button is clicked, you are prompted with a message asking you to confirm the deletion of the form. Click the Yes button to the delete the selected form, or click the No button to cancel deleting the form and return to the Maintain Custom Forms dialog box. Copyright CYMA Systems Inc. 102

109 Merge Forms From Another Company When the Merge button is selected on the Maintain Custom Forms dialog box, the Merge Forms from another Company dialog box is displayed. This allows you to copy (merge) company specific custom forms from other companies to the current company. Merge Forms from another Company dialog box Refer to the following field and button descriptions. Companies The drop-down list will display the companies that exist in your system. Select the company from which to merge company specific forms into the current company and press the TAB key to display the list of available forms in the list box below. The Merge==> button is enabled when a form has been selected in the Companies list box. Click the button to merge the selected custom form into the current company's company specific forms. Current Company The currently active company name will be displayed in view-only mode and the company's custom forms list will be displayed in the list box. The custom forms merged from the company in the list box to the left will be merged into the current company's company specific forms. Merge Forms From Another Company Command Buttons Click the Close button to close the dialog box. Copyright CYMA Systems Inc. 103

110 Report Menu When Report is clicked on the menu bar, the Report List dialog box displays. This dialog box lists the available reports for the currently selected module. All Report dialogs have a User Reports option. This option allows the user to create a list of commonly used reports. Report List dialog box The Report menu item in each CYMA IV module offers a wide range of reports. The reports are organized into categories which utilize the standard Windows expanding/collapsing tree structure convention. Reports are date sensitive and each offers selection criteria that allows to print the specific data you desire. Each category may be expanded to display all the report topics within that category by clicking your mouse on the symbol to the left of each category. To collapse a category click the symbol to the left of the category. To launch an individual report: Copyright CYMA Systems Inc. 104

111 1. Click on the report title, which enables the Continue button and the Destination group box. 2. Select the destination for your output and click the Continue button. 3. Enter the selection criteria and click the OK button. A report can also be launched by double-clicking on the report title. Show group box All Reports Select the All Reports option to display all reports available within the module. User Reports Select the User Reports option to display the user reports selected within the module. For more information see the Report Menu User Reports topic in the System Manager Manual. Click the Add User Reports button to display the Add User Reports dialog. From this dialog you can add/remove reports from the User Reports list. The Add Custom Report button allows you to add customized or new custom designed Crystal Reports to the Report menu tree structure. The Delete Custom Report button allows you to remove customized Crystal Reports from the Report menu tree structure. This button is only enabled when a custom report is highlighted. Report Menu Command Buttons Click the Continue button to output the report to the selected destination. Click the Close button to close the dialog box. Copyright CYMA Systems Inc. 105

112 Report List When you select this option, the Report List dialog box appears, allowing you to select a report to print. Select the report destination; screen, printer, or file by clicking on the appropriate radio button. The dialog box displays an outline (tree) of the type of reports available. To see each report available for a topic (branch) on the outline, click on the button to expand the branch and display a list of reports available. Refer to the users guide for specific modules for more in depth information on reports. System manager has only two very simple reports therefore the individual modules contain more specific details on reporting. The System Manager reports available are: System Profile Company Information User Information Transaction Classification 1 Listing Transaction Classification 2 Listing Change Field Log Diagnostic Reports General Ledger Duplicate Transactions (Current & History) History Batches in Current File Current Batches in History File Missing Line from Current (By Amount) Missing Line from History (By Amount) Missing Line Detail (By Line Count) Account Missing from Current Account Missing from History Transactions dated outside of Batch Period Current transactions without a batch header History transactions without a batch header Accounts Payable AP Checks Missing GL Account Numbers AP Invoices Missing GL Account Numbers AP Checks with Duplicates in History AP Invoices with Duplicates in History (Vendor+Inv) AP Invoices with Duplicates in History (Record No) AP Checks Missing Line Detail AP Invoices Missing Line Detail Copyright CYMA Systems Inc. 106

113 System Menu The System menu contains items that are one time operations such as importing data and setting system security, or operations that are very rarely used such as product registration and utilities. The following options are available: Register General Import (See General Import Training Guide for more information.) Print Batch Reports Security Utilities Print File Structures Pack and Reindex files Purge History Accounts Payable Accounts Receivable General Ledger Payroll Recalculate Balances Accounts Payable Accounts Receivable General Ledger Inventory Payroll CYMA Managed Backup Copyright CYMA Systems Inc. 107

114 Change Fields Generate Account Segment Names Generate Job Segment Names Copyright CYMA Systems Inc. 108

115 System - Register When Register... is selected from the System menu, the Module Registration dialog box displays. The dialog box consists of two tab pages, the Modules tab and the Company tab, each containing information pertinent to software registration. You must register your CYMA IV software in order to enable all operations and features. Although not all operations are available prior to registration, all the operations required for the initial setup process are enabled. The registration process associates the installed software with the computer on which it is installed. If you copy (or move) registered software to a different computer or a different volume on a network drive, the registration becomes invalid and the software will become disabled thirty (30) days after the copy (move). To register or if you move the software to a different computer and need to re-register, please contact CYMA Customer Service at (800) or go to our web site at Module Registration dialog box Once the correct information is entered, the Modules tab lists each registered module as well as the number of users. To obtain the system generated Reference Code, you will need to access this tab prior to registering. This code, in conjunction with the module's serial number, is used to generate the validation code for each module. The Reference Code is unique for each computer, therefore, if the software is moved to another computer the registration is no longer valid. Refer to the following field descriptions and requirements. Reference Code Copyright CYMA Systems Inc. 109

116 The view-only Reference Code text box displays the system-generated number that is required to register your software. You must provide this number on your Warranty Registration card in order to register your software. Number of Users Once the software is registered, this view-only text box will display the number of registered users that can access the software. The number of user licenses that were purchased with the software determines this number. Data Grid Columns and Fields Serial Number Enter the serial number included on the CYMA IV License Certificate that is shipped with the software. If you do not have a License Certificate or a serial number, contact CYMA Customer Service at (800) Registered Module This view-only column automatically displays the module's name when you enter a valid serial number in the Serial Number column. Validation Code Enter the validation code that you received from CYMA when you registered the software. Company tab Copyright CYMA Systems Inc. 110

117 The Company tab maintains the demographic information for the company (or person) who is the licensed user of the software. Refer to the following field descriptions and requirements. Name Enter the name of the company (or person) who is the licensed user of CYMA IV (up to 40 alphanumeric characters). Street Enter the street address for the licensed user (up to 40 alphanumeric characters on each line). City Enter the city where the licensed user resides (up to 30 alphanumeric characters). State/Prov Enter the state or province code where the licensed user resides (up to 30 alphanumeric characters). Country Enter the country where the licensed user resides (up to 30 alphanumeric characters). Postal Code Enter the corresponding zip code or postal code (up to 25 alphanumeric characters). Phone Enter a phone number in the Country, Area, Number and Ext fields provided. Module Registration Command Buttons Click the OK button to validate and save the registration information. If a module(s) was not registered properly, you are prompted with a message advising which module(s) was not registered. Click the Cancel button to close the dialog box without registering the software or changing the existing information. Copyright CYMA Systems Inc. 111

118 Print Batch Reports When Print Batch Reports... is selected from the System menu, the Print Batch Reports dialog is displayed. The Batch Reports process allows you to group together reports that can be printed at once. Print Batch Reports Dialog Refer to the following field descriptions and requirements. Create/Edit Batch Reports Group Box Select the Create/Edit Batch Reports button to create or edit Batch reports. When this button is selected the Create/Edit Batch Reports dialog box will be presented for entering new Batch reports or editing existing batch reports. Print Reports Datagrid Select the Print Reports for button to print all the reports in the batch selected in the Batch ID field. The reports in the batch will be sent to the printer selected in the Printer Options screen. Multiple batches may be selected. Print Options group box Printer Copyright CYMA Systems Inc. 112

119 Select the Printer button to redirect the reports to the printer shown in the "default printer" section of the destination group of the dialog. File Select the File button to export the reports in one of several common formats. Printing Group Box Select the List Batch Reports button to print a list of existing batch reports. Print Options group box Screen Select the Screen button to display the List Batch report on your screen. Printer Select the Printer button to redirect the List Batch report to the printer shown in the "default printer" section of the destination group of the dialog. File Select the File button to export the displayed List Batch report in one of several common formats. The Setup Printer button allows you to select another printer that you have set up in Windows, change the printer's properties, and change the paper options (size, source, and orientation). The default printer displays in view-only mode. This will be the default printer used to print the Batch Listing report as well as any report Batches you create. Print Batch Reports Command Buttons Click the Close button to close the dialog box. Copyright CYMA Systems Inc. 113

120 Create / Edit Batch Reports When the Create / Edit Batch Reports button is selected, the Enter Batch Reports dialog box displays. Enter Batch Reports dialog box Refer to the following field descriptions and requirements: Batch ID To create a new Batch, click the New button and enter a Batch ID (up to 15 alphanumeric characters). To edit an existing Batch, enter the Batch ID, or select the Batch ID using the browser. Once the record is displayed on the dialog box, click the Edit button to make any changes. You cannot edit the Batch ID. Name Enter a description for the Batch (up to 30 alphanumeric characters). Included Reports The Included Reports list displays in outline format the reports that have been added to this batch. A report may be added to the Included list by dragging it over from the Available Reports list. If you have added a report and wish to remove it, you can do so by dragging it back to the Available Reports list. Copyright CYMA Systems Inc. 114

121 Double click on a report in the Included Reports list to enter the Selection Criteria to be used for the report. You must complete the Selection Criteria for each report included in the Batch. In addition to changing the selection criteria you can also change the Title field. This is the title you will see on the main Batch Report screen. This can be used to help differentiate the same report that has been added in multiple times.. Printer and Print Destinations setting on the Selection Criteria screen will not be saved. The Print Batch Report utility allows you to print directly to the printer selected on the main Batch Report screen only. Available Reports The Available Reports list displays in an outline format the reports in the system that the user can add to the Batch. You can add reports to the Included Reports list by dragging them to the Included Reports list. You can drag individual reports or whole branches. Custom Reports may also be added to the Included Reports list. When a report is added to the Included side, it remains on the Available side allowing you to add it to your Batch multiple times with different Selection Criteria. Report Variables GL PR Year Period Enter the appropriate variables for the year and period. Year Quarter Enter the appropriate variables for the year and quarter. Frequency Select a Frequency from the drop down. If ALL is selected the report will use the value configured for the frequency in the report. If any other frequency is selected, the frequency will be used for any frequency filter regardless of the setting in the report. Create / Edit Batch Reports Command Buttons The Edit button allows you to make changes to the displayed batch report. Click the Edit button once a valid Batch ID has been entered. The Save button validates and saves the data entered. The Save button is enabled when data on the dialog box is changed. The New button prompts you to save any changes to the displayed Batch ID (if applicable) and then clears the dialog box. This allows you to create a new Batch ID or select another Batch ID for viewing or editing. Copyright CYMA Systems Inc. 115

122 The Delete button permanently removes the displayed Batch ID from the data file. This button is enabled after the Edit button has been clicked. The Close button prompts you to save any changes (if applicable) and then closes the dialog box. Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 116

123 Batch Report Variables Period (GL), Year, and Quarter (PR) variables must be entered on the Enter Batch Reports Dialog. They are validated on this screen. When the report is ran, it will affect "Every" report that meets its criteria. The major shortcoming of this is it doesn't allow you to run one report by current year - this period and the next report by current year previous period. //Dates "@FDCQ"; -- First Day Current Quarter "@LDCQ"; -- Last Day Current Quarter "@FDTY"; -- First Day This Year "@FDLY"; -- First Day Last Year "@LDTY"; -- Last Day This Year "@LDLY"; -- Last Day Last Year "@FDCM"; --First Day Current Month "@LDCM"; -- Last Day Current Month "@TDY"; -- Today "@YES"; -- Yesterday "@30A"; Days Ago "@60A"; Days Ago "@90A"; Days Ago "@30F"; Days From Now "@60F"; Days From Now "@90F"; Days From Now "@120F"; Days From Now //Weeks "@SW"; -- Starting Day of the Current Week "@EW"; -- Ending Day of the Current Week //Period "@CP"; -- Current Period "@FP"; -- First Period "@LP"; -- Last Period "@PP"; -- Previous Period // Year "@TY"; -- This Year "@LY"; -- Last Year "@TWYA"; -- Two Years Ago "@THYA"; -- Three Years Ago // Quarter "@CQ"; -- Current Quarter "@LQ"; -- Last Quarter Copyright CYMA Systems Inc. 117

124 System - Active Users When Active Users is selected from the System menu, the Active Users dialog box displays. Only users that have been designated Administrator will be able to access this menu item. This dialog lists all users currently logged into CYMA and the company they are currently accessing. This can be helpful when needing to perform a process that requires all users to be out of the system or a company such as System - Changing Fields. Active Users dialog box Refer to the following fields and descriptions. Data grid columns and fields User The User column displays the User ID of any currently logged in user. Company The Company column display the ID of the company the user is logged into. Active Users command buttons Copyright CYMA Systems Inc. 118

125 Click the Refresh button to reset the display to show the current user list as it might have changed since the dialog was accessed or the refresh button was clicked. Click the Close button to exit the dialog. Copyright CYMA Systems Inc. 119

126 System Security When Security... is selected from the System menu, the System Security dialog box displays. Only the System Administrator has access to this menu item, which allows the administrator to enable system security. When enabled, the system enforces the security access settings that have been set on each user's Security tab on the Maintain Users dialog box. If system security is not enabled, users are still required to enter their password during login (this allows CYMA IV to maintain an audit trail), however, the security access settings set by the System Administrator will not be enforced. All users will have access to all CYMA IV operations and features. This operation also allows you to safeguard an unattended system by requiring that users supply their password to access CYMA IV if they have not interacted with the system for a certain period of time. System Security dialog box Refer to the field descriptions and requirements. Security Enabled When selected, this check box enforces the security settings that have been set for each user on the Security tab of the Maintain Users dialog box. Otherwise, all users will have access to all CYMA IV operations. Users that are assigned passwords will still have to enter their password during User Login even if the Security Enabled check box is not checked. Activity Time Out Enter the number of minutes before an unattended system will "time-out" and require that a user supply their password before reentering CYMA IV. Setting the Activity Time Out prevents unauthorized personnel from using the system when left unattended for the indicated amount of time. When the system times out and activity is detected, the Activity Time Out dialog box displays and requires the password for the user that is currently logged on before allowing the user to reenter. Set the Activity Time Out to 0 (zero) to disable. System Security Command Buttons Click the OK button to save the information and then close the dialog box. Copyright CYMA Systems Inc. 120

127 All users must exit and reenter the system for changes to the System Security dialog box to take effect. Click the Cancel button to close the dialog box without changing any settings. Copyright CYMA Systems Inc. 121

128 Utilities - Print File Structures When Print File Structures... is selected from the Utilities submenu, the Print File Structures dialog box displays. Use this utility to generate listings of the file structures for CYMA IV data files. This utility is useful when a list containing a data file's data fields and their characteristics is required, such as when creating custom reports or third-party developers. The Print File Structures dialog box lists the names of the CYMA IV data files. Select the file(s) that you wish to print and then click the Print button. Print File Structures dialog box Refer to the following field descriptions. File Name This column lists the CYMA IV data file names. To select the file(s) for which you want to print the file structures, click the file's name. Press the CTRL key and left-click the mouse to select non-contiguous files or press the SHIFT key and left-click to select contiguous files to print. Description This column lists the corresponding file's description. Print File Structures Command Buttons The Print button is enabled when a file name is selected. Once you have selected the file(s), click this button to begin printing the file structure(s). Once clicked, the Print Setup dialog box displays. Copyright CYMA Systems Inc. 122

129 Click the Cancel button to stop printing the selected file structures or click the this button to close the dialog box when not printing. Copyright CYMA Systems Inc. 123

130 Utilities - Pack and Reindex Files When Pack and Reindex Files is selected from the Utilities submenu, the Pack and Reindex Files dialog box displays. This utility will optimize your data files by updating indexes and purge any unused space. Perform this operation only when instructed to do so by a CYMA Technical Support Representative. To use the Pack and Reindex Files utility, select the rows on the Data Grid containing the files that you want to pack and reindex and then click the Pack button. Use the Select All button to select all the files on the Data Grid. Pack and Reindex Files Refer to the following field descriptions and requirements. Data Grid Columns and Fields The following view-only columns are displayed on the Data Grid. File Name This column will display the data file names. Select the rows that contain the files that you want to pack and reindex. Desc This column will display the data file descriptions. Size Copyright CYMA Systems Inc. 124

131 This column will display the file size. After the Pack button is clicked, if the file size has changed the new file size will be displayed. The total size of all the data files will be displayed below this column. Size Chg This column will display the file size change after it has been packed and reindexed. The total size change will be displayed below this column. Records After a file has been packed and reindexed, this column will display the number of records in the file. Pack and Reindex Files Command Buttons Click the Select All button to select all the data files to be packed and reindexed. Click the Deselect All button to deselect all selected files. After you have selected the appropriate files on the Data Grid, click the Pack button to begin the pack and reindex operation. Click the Close button to close the Pack and Reindex Files dialog box. Copyright CYMA Systems Inc. 125

132 Utilities - Purge History - Accounts Payable When Accounts Payable... is selected from the Utilities Purge History submenu, the Accounts Payable Purge History dialog box displays. This utility scans the history files of the Accounts Payable module for entries prior to the cut-off date and deletes them from the history file. You can use this feature to keep history files from becoming excessively large and reduce the time to run history reports. Accounts Payable Purge History dialog Refer to the following field descriptions and requirements. Options Group Box Cutoff Date Enter the cutoff date to use for deleting entries from the Accounts Payable history files. All historical entries up to and including this date will be deleted from the Accounts Payable history files. Note: Backup your data files before running this process! Purge Vendors Checking this box will remove all vendors, that no longer have transactions, after the purge history process. The box is checked by default. Only Inactive Checking this box will remove all vendors, that no longer have transactions and are marked as inactive, after the purge history process. The box is checked by default. AP Purge History Information group box Purging Accounts Payable History Information will permanently remove all historical information up to the cutoff date specified and, if selected, purge all inactive vendors that do not have transactions. Accounts Payable History Command Buttons Copyright CYMA Systems Inc. 126

133 Click the Process button to begin purging Accounts Payable entries from the history files. Click the Cancel button to close the dialog box. Copyright CYMA Systems Inc. 127

134 Utilities - Purge History - Accounts Receivable When Accounts Receivable... is selected from the Utilities Purge History submenu, the Accounts Receivable Purge History dialog box displays. This utility scans the history files of the Accounts Receivable module for entries prior to the cut-off date and deletes them from the history file. You can use this feature to keep history files from becoming excessively large and reduce the time to run history reports. Accounts Receivable Purge History dialog Refer to the following field descriptions and requirements. Options Group Box Cutoff Date Enter the cutoff date to use for deleting entries from the Accounts Receivable history file. All historical entries up to and including this date will be deleted from the Accounts Receivable history files. Note: Backup your data files before running this process! AR Purge History Information group box Purging Accounts Receivable History Information will permanently remove all historical information up to the cutoff date specified. Purge Customers Checking this box will remove all customers, that no longer have transactions, after the purge history process. The box is checked by default. Only Inactive Checking this box will remove all customers, that no longer have transactions and are marked as inactive, after the purge history process. The box is checked by default. Copyright CYMA Systems Inc. 128

135 Accounts Receivable Purge History Command Buttons Click the Process button to begin purging Accounts Receivable entries from the history files. Click the Cancel button to close the dialog box. Copyright CYMA Systems Inc. 129

136 Utilities - Purge History - General Ledger When General Ledger... is selected from the Utilities Purge History submenu, the General Ledger Purge History dialog box displays. This utility scans the history files of the General Ledger module for entries prior to the cut-off year and deletes them from the history file. You can use this feature to keep history files from becoming excessively large and reduce the time to run history reports. General Ledger Purge History dialog Refer to the following field descriptions and requirements. Options Group Box Cutoff Year Select the cutoff year from the drop down menu. Only closed GL years are displayed. All historical entries up to and including this year will be deleted from the General Ledger history files. Note: Backup your data files before running this process! GL Purge Year Information group box Purging General Ledger Yearly Information will permanently remove all historical information up to and including the cutoff year specified. Purge Accounts Checking this box will remove all General Ledger Accounts, that no longer have transactions, after the purge history process. The box is checked by default. Only Inactive Copyright CYMA Systems Inc. 130

137 Checking this box will remove all General Ledger Accounts, that no longer have transactions and are marked as inactive, after the purge history process. The box is checked by default. General Ledger Purge History Command Buttons Click the Process button to begin purging Accounts Receivable entries from the history files. Click the Cancel button to close the dialog box. Copyright CYMA Systems Inc. 131

138 Utilities - Purge History - Payroll When Payroll... is selected from the Utilities Purge History submenu, the Payroll Purge History dialog box displays. This utility scans the history files of the Payroll module for entries prior to the cutoff date and deletes them from the history file. You can use this feature to keep history files from becoming excessively large and reduce the time to run history reports. Payroll Purge History dialog Refer to the following field descriptions and requirements. Options Group Box Cutoff Date Enter the cutoff date to use for deleting entries from the Payroll history files. All historical entries up to and including this date will be deleted from the Payroll history files. Note: Backup your data files before running this process! Purge Employees with a status of In addition to the cutoff date, employees can be purged with the following statuses. Only employees with a selected status that no longer have any transactions will be purged. Terminated No Rehire Copyright CYMA Systems Inc. 132

139 Deceased Quit Transferred Laid Off Reduction in Force On Leave Maternity/Family Leave PR Purge History Information group box Purging Payroll History will: Permanently remove historical records up to the cutoff date Accrual, loan or advance balances as of the cutoff date will be calculated and added to the employee record Optionally, purge employees with selected statuses, if the employee has no transactions remaining. Payroll Purge History Command Buttons Click the Process button to begin purging Accounts Receivable entries from the history files. Click the Cancel button to close the dialog box. Copyright CYMA Systems Inc. 133

140 Utilities - Recalculate AP Balances When Recalculate AP Balances... is selected from the System Utilities submenu the Recalculate AP Balances dialog box displays. This utility recalculates the totals for each Accounts Payable vendor based on current transactions. The use of this utility should be very infrequent, if ever used at all. Recalculate AP Balances dialog Refer to the following field descriptions. Recalculate will perform the following functions: Recalculate all vendor invoice and account balances. The Recalculate AP Balances utility clears all vendor invoice and account balances for all defined periods. Update the database with the recalculated balances. The Recalculate AP Balances utility, updates the database with the recalculated vendor invoice and account balances for all periods up to the current period. Once recalculate has started it, it cannot be canceled. Once the Recalculate AP Balances utility has started, it cannot be canceled. Replace Log File Select the Replace Log File option button to replace the log file. Append to Log File Select the Append to Log File option button to append the log file. Recalculate AP Balances Command Buttons Click the Continue button to start recalculating AP balances. Copyright CYMA Systems Inc. 134

141 Click the Cancel button to close the dialog box without recalculating AP balances. Copyright CYMA Systems Inc. 135

142 Utilities - Recalculate AR Balances When Recalculate AR Balances... is selected from the System Utilities submenu the Recalculate AR Balances dialog box displays. This utility recalculates the totals for each Accounts Receivable customer based on current transactions. The use of this utility should be very infrequent, if ever used at all. Recalculate AR Balances dialog Refer to the following field descriptions. Recalculate will perform the following functions: Recalculate all customer invoice and account balances. The Recalculate AR Balances utility clears all customer invoice and account balances for all defined periods. Update the database with the recalculated balances. The Recalculate AR Balances utility, updates the database with the recalculated customer invoice and account balances. Once the Recalculate AR Balances utility has started, it cannot be canceled. Replace Log File Select the Replace Log File option button to replace the log file. Append to Log File Select the Append to Log File option button to append the log file. Recalculate AR Balances Command Buttons Click the Continue button to start recalculating AR balances. Copyright CYMA Systems Inc. 136

143 Click the Cancel button to close the dialog box without recalculating AR balances. Copyright CYMA Systems Inc. 137

144 Utilities - Recalculate GL Balances When Recalculate GL Balances... is selected from the Utilities submenu, the Recalculate GL Balances dialog box displays. This utility recalculates the totals for each General Ledger account based on transactions in the current and historical transaction files. The use of this utility should be very infrequent, if even used at all. Recalculate GL Balances dialog box The utility performs the following functions: Clear all account totals for all defined periods. Re-posts all current and historical batches. Recalculate YTD totals and balance forwards for all periods. Recalculate Revised Budget Amounts if Budget Transactions are enabled for a given year. When the Use Budget Control check box is selected in GL Maintain Configuration, you will be prompted with a message "Recalculate budget/encumbrance open purchase order amounts?" Select YES to include open purchase order amounts in the recalculation. NOTE: You should only select to recalculate these amounts after you have posted ALL of your Accounts Payable data to the General Ledger. Otherwise the amounts calculated will not be correct. Once the Recalculate GL Balances utility has started, it cannot be canceled. Recalculate GL Balances Command Buttons Click the Continue button to start recalculating GL balances. Copyright CYMA Systems Inc. 138

145 Click the Cancel button to close the dialog box. Copyright CYMA Systems Inc. 139

146 Utilities Recalculate IC Balances When Recalculate IC Balances... is selected from the System Utilities submenu the Recalculate IC Balances dialog box displays. This utility recalculates the totals for each Product and Warehouse combination. The process cannot be stopped once it has been started. Recalculate IC Quantities dialog Refer to the following field descriptions. Recalculate will perform the following functions: Create Product/Warehouses for existing transactions. The utility will create any product or warehouses for the product if those records don't already exist. Recalculate product quantities for all warehouses. The utility will recalculate Quantity on Hand, Quantity on Purchase Orders, Quantity on Sales Orders and Quantity Available for each Product/Warehouse. If using Average Costing, recalculate average cost for all Product/Warehouses. The utility will recalculate the average cost for all Product/Warehouses. Update the database with the recalculated quantities. Copyright CYMA Systems Inc. 140

147 The utility will clear all totals and update with the recalculated values and write the changes to the log file. Once the Recalculate IC Quantities utility has started, it cannot be canceled. Options group box Create New Warehouses for Existing Product Transactions Select this option to create any missing product warehouse combinations. If this check box is selected the recalculation will take longer. Only check this box if a warehouse does not appear on a product and the warehouse has appeared for that product in the past. Product Criteria group box Product ID Use the Product ID filter to recalculate quantities for a single product or range of products. Warehouse ID Use the Warehouse ID filter to recalculate quantities for a single warehouse or range of warehouses. Replace Log File Select the Replace Log File option button to replace the log file. Append to Log File Select the Append to Log File option button to append the log file. Recalculate IC Balances Command Buttons Click the Continue button to start recalculating IC balances. Click the Cancel button to close the dialog box without recalculating IC balances. Copyright CYMA Systems Inc. 141

148 Utilities - Recalculate Payroll Balances When Recalculate Payroll Balances... is selected from the Utilities submenu, the Recalculate Employee Balances dialog box displays. This utility recalculates quarter-to-date and year-to-date totals for all periods up to the current period for the specified employee records. The use of this utility should be very infrequent, if even used at all. Use the Data Grid to specify the employee or employees to recalculate. Recalculate Employee Balances dialog box Refer to the following field descriptions. Data Grid Columns and Fields The Data Grid displays the following information for each employee record: Last Name The employee s last name is displayed. First Name The employee s first name is displayed. Employee ID The employee s Employee ID is displayed. Recalculate Payroll Balances Command Buttons Click the Select All button to select all the employee records. Click the Deselect All button to return all selected employee records to a non-selected status. Copyright CYMA Systems Inc. 142

149 Click the Recalculate button to start recalculating employee balances. Click the Close button to close the dialog box. Copyright CYMA Systems Inc. 143

150 CYMA Managed Backup When CYMA Managed Backup... is selected from the System Utilities submenu for the first time the following message dialog is displayed. Please be sure all other users have exited out of CYMA prior to running the backup program. In order to use the CYMA Managed Backup you will need to install a client application. Press the OK button to be directed to a website where you can register and receive the backup software to install. Once you have installed the software you will no longer receive this message. You may now run the program by selecting the CYMA Managed Backup menu item. Copyright CYMA Systems Inc. 144

151 System Utilities Change Fields When Change Fields is selected from the Utilities submenu, the Change Fields dialog box displays. Use this utility to change Employee, Vendor and Customer IDs. This utility can be used to change one ID or all IDs at the same time. Only users that have been designated Administrator will be able to access this menu item. Prior to running the utility you will be prompted to Pack and Reindex your files. It is recommended that you run this process unless it has been run recently. This process will verify that the data is free from structural errors that may cause corruption during the change fields process. It is strongly recommended that you make a backup of the data prior to running this process. Field Selection dialog box Refer to the following fields and descriptions Select ID to Change options Employee ID Select the Employee ID option to change employee IDs. Customer ID Select the Customer ID option to change customer IDs. Product ID Select the Product ID option to change product IDs. System Products cannot be changed. Vendor ID Select the Vendor ID option to change vendor IDs. Client ID Select the Client ID option to change Client IDs. Copyright CYMA Systems Inc. 145

152 File Use the File browser to select a CSV file that has the columns that contain the old and new values. The.CSV file must consist of a single header record with the Company ID of the company whose Employees, Customers, Products or Vendors are being converted. Each subsequent line would consist of the existing original ID, a comma, and then the new ID. The lines in the file (after the company id header) must be sorted in original ID order. Example CSV Files DEMO , , MAN000,110000MAN GEN000,110000GEN PAY000,110000PAY , , , DEMO ASH0101,ASH0101 CAL0101,CAL0101 DYL0101,NEW202 MID0101, MID0101 ID Change dialog box example Copyright CYMA Systems Inc. 146

153 Data Grid fields and columns Name The Name column will display the name associated with the record. For the Employee ID change the Employee name will display. Original The Original column will display the current values in the database. New In the New column enter the new values that you want the existing ones changed to. Only the values that are to be changed need to be filled in. Unchanged fields can be left blank. Only alphanumeric characters, _, - are allowed for the new values. File Progress options Updating File The Updating File field will display the current file that is being changed. File Progress Copyright CYMA Systems Inc. 147

154 The File Progress bar will display the progress of the file that is being changed. The bar will reset with every file. Click the Stop button to cancel the process. If you stop the process at any time you will need to restore your data. ID Change Command Buttons Click the OK button to start the process. The Change Field Log report can be printed from the Report menu to see the changes that were made. Click the Cancel button to exit the dialog. Copyright CYMA Systems Inc. 148

155 Utilities - Generate Account Segment Names When Generate Account Segment Names... is selected from the Utilities submenu, the Generate Segment Entries? question box displays. This process will scan the General Ledger Accounts for segment value names that have not yet been defined, and will create name entries for them. This utility will populate the Description field in the Maintain Account Segment Names dialog with a description of "Not Defined" for each segment that is blank. This description will need to be replaced with the actual account description that the program should refer to. CYMA IV requires the account segment Description field in the General Ledger - Maintain Account Segment Names dialog box to be defined for each segment. The main purpose of this utility is to make segments available to the browsers. These descriptions are also displayed on the cover page of select General Ledger reports that are filtered by account segments. Upon creation of a new account number that utilizes a segment not previously used, the Maintain- Account Segment Names file will be automatically updated. To use this utility: From the System menu, select Utilities - Generate Account Segment Names. Message dialog box GL-341 will appear. Click the Yes button. A status bar will appear while the utility is running and statistics will appear in dialog box GL-342 when the process is complete. Close the dialog box. From the Desktop Active Module drop down list, Select the General Ledger module. From the Maintain menu, select Generate Account Segment Names. Use the VCR controls to scroll the Description field. Change any "Not Defined" segment description to a description of your choice. Copyright CYMA Systems Inc. 149

156 Utilities - Generate Job Segment Names When Generate Job Segment Names... is selected from the Utilities submenu, the Generate Segment Entries? question box displays. This process will scan Job Costing Jobs for segment value names that have not yet been defined, and will create name entries for them. This utility will populate the Description field in the Maintain Job Segment Value Names dialog with a description of "Not Defined" for each segment that is blank. This description will need to be replaced with the actual segment description that the program should refer to. CYMA IV requires the job segment Description field in the Job Costing - Maintain Job Segment Names dialog box to be defined for each job segment. The main purpose of this utility is to make segments available to the browsers. These descriptions are also displayed on the cover page of select Job Costing reports that are filtered by job segment. To Use This Utility: From the System menu, select Utilities Generate Job Segment Names. Message dialog box JC- 78 will appear. Click the Yes button. A status bar will appear while the utility is running and statistics will appear in dialog box JC-79 when the process is complete. Close the dialog box. From the desktop Active Module drop down list, select the Job Costing module. From the Maintain menu, select Generate Job Segment Names. Use the VCR controls to scroll the Description field. Change any "Not Defined" segment description to the description of your choice. Copyright CYMA Systems Inc. 150

157 Custom Data Designer The Custom Data Designer allows you to create over 100 custom data fields that are "dragged and dropped" onto Custom tabs. These data fields can be of any length, data type or font and link to specific master records, including Customers, Vendors, Employees, Banks, and Sales Reps. The custom data fields allow you to maintain supplemental data, such as insurance plan elections, certifications, company car registration, Worker's Compensation information, etc. One custom screen can be designed for each master record type. For example, the custom screen that is designed for Banks is used by every record in the banks master file. CYMA IV master file data fields can also be placed on the custom screen in view-only mode and allow you to view master file data along with your custom data. The custom data is entered and maintained along with the CYMA IV master record data and can be printed on Custom forms, such as invoices, statements, checks, 1099s, W2s, and on custom reports developed with Crystal Reports. Sample Custom Screen The Custom tab has two modes: Design mode and Runtime mode. The Design mode allows you to create or change the custom screen, place and arrange fields on the screen, and set the TAB key order. The Runtime mode is the default mode when a Custom tab is accessed and allows you to view the custom screen when a master record is accessed and enter data into custom data fields. Accessing the Custom Data Designer The Custom Data Designer is accessed from the Custom tab on a master record, including Customers, Vendors, Employees, Banks, and Sales Reps. The Custom Data Designer is also available at the invoice level in Accounts Receivable and Accounts Payable. When accessed, the Custom tab is displayed in the Runtime mode. To begin designing or to change the custom screen design, change to Design mode. To do this, click the right mouse button on the Custom tab screen and then click Change To Design Mode. Copyright CYMA Systems Inc. 151

158 Using the Custom Data Designer Once the Custom tab is in Design mode, the Tools tool bar displays. Use the tool bar to add labels (text), access the Data Fields Tool Bar, and to set the TAB key order. These Custom Data Designer operations can also be accessed using the Local Options menu. Local Options menus are available when you right-click on the data area of the Custom tab, on a data field, or on a label field. Outlined below are the basic steps required to access and use the Custom Data Designer to create your custom screen: 1. Plan the design of your custom screen for each master file (customer, vendor, employee, bank, and sales rep). 2. Access the master file setup dialog box for the custom screen to be created, such as the Maintain Sales Reps dialog box to create the custom screen to be used by sales reps. 3. Select a master record (an actual customer, vendor, sales rep, etc.) and then click on the Custom tab. If you have not created a custom screen for this master file, you are prompted with a message stating this. The master record does not have to be in Edit mode to create or change a custom screen definition. 4. Change to Design mode by right-clicking on the scrolling region of the Custom tab. The Tools tool bar. displays. 5. Right-click on the Custom tab once again to display the Local Options menu. 6. On the Local Options menu, select the Set Up Database Fields option. Create the custom data fields that you will use on the custom screen. 7. On the Local Options menu, select the View Database Fields Tool Bar option. Add the custom data fields and CYMA IV master file data fields to your screen as planned in your design layout. 8. Position and size the new fields added in step On the Local Options menu, select the Add Label option. Add any necessary labels to your custom screen, such as titles and text descriptions. 10. Change the properties of the fields and labels as desired. To access the properties, double-click on the field or label or right-click on the field or label and then select Properties on the Local Options menu. 11. On the Local Options menu, select Set Tab Order to determine the order for tabbing to each field. 12. When you have the custom screen designed, select the Save Definition option on the Local Options menu. This custom screen will now be available for all records in this master file. 13. On the Local Options menu, select Change to Runtime Mode. While in Runtime mode you can enter data on the custom screen or exit the record. Copyright CYMA Systems Inc. 152

159 Custom Data Designer - Add Label The Add Label option from the Local Options menu or the button from the standard tool bar allows you to add text to your custom screen, such as titles or group headings. Refer to the following instructions to create and place labels on your custom screen: 1. Access the Local Options menu and select the Add Label option or click the button on the standard tool bar. 2. When the Add Label option is selected, the label field is created and is attached to the mouse pointer. Place the mouse pointer where you want to place the label field on the custom screen and then click the left mouse button. 3. Once the label field is placed on the custom screen, access the Label Properties dialog box. The Label Properties dialog box allows you to enter and/or modify the text and select the font for the label. To access the Label Properties dialog box, double click on the label or right-click over the label to access the Local Options menu and select the Properties option. 4. Once you have entered the label text and set the font, click the OK button on the Label Properties dialog box to apply the selections to the label field. Copyright CYMA Systems Inc. 153

160 Field Properties Custom Data Designer Once a custom data field or a CYMA IV master file data field has been placed on the custom screen, the Field Properties dialog box can be accessed. You can access the Field Properties dialog box by double clicking on the field or by right-clicking on the field and selecting Properties on the Local Options menu. This allows you to view the field characteristics and allows you to change the field's font settings. The font setting determines the font for the field Prompt and the font for the data that is entered in the field. Sample Field Properties dialog box Refer to the following field descriptions. File This view-only text box displays the master data file name where the data field resides. Field This view-only text box displays the name of the data field that resides in the file. Length This view-only text box displays the length of the data that can be entered in the field. Type This view-only text box displays the field type, such as Text, Date, Currency, etc. Prompt This view-only text box displays the description of the field that displays on the custom screen. Label This drop-down list box allows you to specify where the field's Prompt displays in relation to the field's text box, the available options are: to the left, at the top, or to the right of the text box. Copyright CYMA Systems Inc. 154

161 Font This view-only text box displays the current font and point size. Click the Set Font button to change the font settings. The font setting determines the font for the field Prompt and the font for the data that is entered in the field. Field Properties Command Buttons Click the Set Font button to change the font for the field or to edit the current font setting. When clicked, the Windows Font dialog box displays. Click the OK button to apply any changes to the field. Click the Cancel button to cancel any changes and return to the custom screen. Copyright CYMA Systems Inc. 155

162 Custom Data Designer - Label Properties Label Properties dialog box Once you add the label to your custom screen, access the Label Properties dialog box which allows you to enter or modify the text, size and font of the label. The Label Properties dialog box is accessed by double clicking on the label or right-clicking on the label to access the Local Options menu and select Properties. Refer to the following field descriptions and requirements. Label Enter the text that will display on your custom screen. Font The current font of the label field displays in view-only mode. To change the font or edit the font setting, click the Set Font button. Label Properties Command Buttons Click the Set Font button to change the font for the label or to edit the current font setting. When clicked, the Windows Font dialog box displays. Click the OK button to apply the selections to the label. Click the Cancel button to cancel any changes and return to the custom screen. Copyright CYMA Systems Inc. 156

163 Custom Data Designer - Set Font When the Set Font button is clicked the Font dialog box displays. This option allows you to change the font setting for the selected label or field. Font dialog box Refer to the following field descriptions and requirements. Font The fonts available on your system are listed; the selected font displays in the text box. Font style The font styles available for the specified font are listed; the selected style displays in the text box. Size The font sizes available for the specified font are listed; the selected size displays in the text box. Effects group box Strikeout Select this check box to specify that the specified font should appear with strikeout marks. Underline Select this check box to specify that the specified font should appear with underlines. Color Select a color for the specified font from the drop-down list. Copyright CYMA Systems Inc. 157

164 Sample group box This view-only text box displays a sample of how text will appear with the specified font selection. Script The drop-down list displays the available language scripts for the specified font. The appropriate script for the language your computer is set up for defaults. Set Font Command Buttons Click the OK button to apply the font selections. Click the Cancel button to cancel any changes. Copyright CYMA Systems Inc. 158

165 Custom Data Designer - Positioning Fields Using the Mouse to Move, Delete, and Size Data Fields and Labels To move fields and labels, click the left mouse button on the field/label and drag it to another location. To delete fields and labels from your custom screen, click and drag the field/label off the custom screen or click the right mouse button on the field/label and select Remove Field from the Local Options menu. To change the size of fields and labels, position the mouse on the edge of the field/label to get a double-headed arrow and then click the edge of the field/label and move the mouse until the desired size is reached. Using the Keyboard to Move and Delete Data Fields and Labels To select fields and labels, use the TAB key to move the focus from field to field. To move fields and labels, once the field/label has the focus, use the arrow keys to move it on the custom screen. To delete fields and labels, once the field/label has the focus, press the DELETE key. Copyright CYMA Systems Inc. 159

166 Custom Data Designer - Tools Tool Bar The standard Tools tool bar automatically displays when the Custom tab is changed to Design mode. The View Standard Tool Bar option on the Local Options menu displays or removes the tool bar. from the screen. Refer to the following standard tool bar button descriptions. This button allows you to create and place label fields. This button allows you to view the Data Fields tool bar. This button allows you to access the Set Tab Order dialog box. Copyright CYMA Systems Inc. 160

167 Custom Data Designer - Local Options Menu The custom data Local Options menu is accessed when you right-click on the data area of the Custom tab. The following options are available: Set Up Database Fields This option allows you to create or change your custom data fields. Add Label This option allows you to add text to your custom screen, such as a title. View Database Fields Tool Bar This option allows you to view the list of fields that can be placed on your custom screen. View Standard Tool Bar This option allows you to remove or display the Tools tool bar. Set Tab Order This option allows you to set the order in which the TAB key advances through the custom data fields placed on your custom screen. Save Definition This option allows you to save your custom screen definition when the screen is created or edited. Change To Runtime Mode This option allows you to change the Custom tab to Runtime mode. In Runtime mode, you can enter data into custom data fields and view CYMA IV master file data fields placed on the custom screen. If changes were made to the custom screen definition and the Save Definition option was not selected prior to selecting Change to Runtime Mode, you are prompted with a message asking if you would like to save the screen definition. Copyright CYMA Systems Inc. 161

168 Custom Data Designer - Setting the Tab Order When the Set Tab Order option is selected on the Local Options menu or the button is clicked on the Tools tool bar, the Set Tab Order dialog box displays. This option allows you to set the order in which the TAB key advances through the custom data fields placed on your custom screen. Set Tab Order dialog box The tab order defaults to move through the custom data fields in the order in which they were created on the Define Database Fields dialog box. When the Set Tab Order dialog box is accessed, the custom data fields are displayed in the current tab order. The order in which the fields are listed from top to bottom is the order in which the TAB key advances through the fields. To change the tab order of a specific field, click on the field name and then drag it to the desired tab position. Once you have arranged the fields in the desired order, click the OK button to save the changes. The tab order can only be set for the custom data fields that have been placed on the custom screen. Set Tab Order Command Buttons Click the OK button to apply the changes to the tab order and return to the custom screen. Click the Cancel button to cancel any changes to the tab order and return to the custom screen. Copyright CYMA Systems Inc. 162

169 Custom Data Designer - Set Up Database Fields This option allows you to create or edit custom data fields. These fields allow you to maintain supplemental data, such as insurance plan elections, certifications, company car registration, Worker's Compensation information, etc. Custom data can be printed on Custom forms, such as invoices, statements, checks, 1099s, W2s, and on custom reports developed with Crystal Reports. When Set Up Database Fields is selected on the Local Options menu, the Define Database Fields dialog box displays. Define Database Fields dialog box Refer to the following column descriptions and requirements. Name Enter the unique field name that will reside in the custom data file (up to 20 alphanumeric characters with no spaces or special characters). This name is used to reference the field when using the Custom Form Designer and when creating reports. Type Use the drop-down list to select the type of data to be maintained in the field. The available options are: Text, Decimal, Currency, Whole Number, and Date. Length This column is only enabled when the Type selected is Text and allows you to enter the length of the text field. Otherwise, the system defined field length pertaining to the Type selected is displayed in view-only mode. Maximum lengths for each Type are: Field Type System Defined Length Text No -- User-Defined Up to 90 alphanumeric characters Copyright CYMA Systems Inc. 163

170 Decimal Yes 8 bytes Currency Yes 8 bytes Whole Number Yes 4 bytes Date Yes 4 bytes For Text fields, due to the way data is stored in the files, the actual amount of data that can be entered is one less than the length specified. For example, if you enter 20 as the field length you are only allowed to enter 19 characters. This length stated above does not represent the number of digits, this is the number of bytes in the file that will be taken up by the number. For example, a 4-byte number has an effective range of +/- 2 billion. That is 10 digits. Prompt Enter the description of field that will appear on the custom screen (up to 32 alphanumeric characters). The Name that was entered is the default. Define Database Fields Command Buttons Click the OK button to save the database fields created or to save changes made to existing fields. Click the Cancel button to cancel any changes made on the Define Database Fields dialog box. Copyright CYMA Systems Inc. 164

171 Custom Data Designer - View Database Fields Tool Bar When the View Database Fields Tool Bar option is selected on the Local Options menu or the button is clicked on the Tools tool bar, the Data Fields tool bar displays. This allows you to view, select, and place custom data fields or CYMA IV master file data fields on your custom screen. Refer to the following instructions to view, select, and place fields on your custom screen: 1. Select the appropriate radio button that lists the data fields available to select. 2. Highlight the field that you want to place on your custom screen and then click and drag the field from the Data Fields tool bar to the desired position on the custom screen. To change the data field's prompt position or the field's font settings, access the Field Properties dialog box. The Field Properties dialog box can be accessed by double clicking on the field or by right-clicking on the field and then selecting Properties on the Local Options menu. To remove a field from your custom screen, select the field and press the DELETE key or rightclick on the field and select Remove Field from the Local Options menu. Sample Data Fields tool bar Refer to the following tool bar descriptions. All Fields When selected, this radio button displays the available CYMA IV master file data fields and the custom fields that you have created. Custom fields are indicated by a red bullet. custom Fields When selected, this radio button displays only custom fields that you have created. This radio button is selected by default when the Data Fields tool bar is accessed. Copyright CYMA Systems Inc. 165

172 When fields are placed on the custom screen they are no longer available to be selected on the tool bar If a field is deleted from the custom screen, it is returned to the tool bar and can be reselected. Copyright CYMA Systems Inc. 166

173 Enter Product Quantity Inquiry The Enter Product Quantity Inquiry dialog can be accessed from the Enter Menu in Sales Order and Purchase Order. This dialog allows you to query the data for information on a specific product or range of products. Enter Product Quantity Inquiry dialog The Enter Product Quantity Inquiry dialog consists of two tabs: Product Criteria Selected Products Enter Product Quantity Inquiry command buttons Click the Print button to print a report of the records displayed in the grid. Click the Export to CSV to export the information in the grid to a CSV file. Click the Find Now button to apply the Product Criteria to the data and display the result on the Selected Products tab. Click the Close button to close the dialog. Copyright CYMA Systems Inc. 167

174 Enter Product Quantity Inquiry - Product Criteria Tab The Product Criteria tab is used to define the criteria that should be applied to the data to produce a filtered list. After the selection criteria has been entered click the Find Now button on the bottom of the dialog to display the list of products on the Selected Products tab. Enter Product Quantity Inquiry - Product Criteria Tab Refer to the following fields and descriptions. Data grid columns and fields Product ID Enter the Product ID or select one from the browser. The default relation is Equal To but may be changed. Warehouse ID Enter the Warehouse ID or select one from the browser. Product Line ID Enter the Product Line ID or select one from the browser. For more information regarding the Selection Criteria go to the Selection Criteria topic in the System Manager Help. Copyright CYMA Systems Inc. 168

175 Enter Product Quantity Inquiry Selected Products Tab The Selected Products tab will display the result of the options selected on the Product Criteria tab when the Find Now button is pressed. More information regarding the fields displayed in grid can be found in Maintain Products. Enter Product Quantity Inquiry Selected Products Tab Refer to the following fields and descriptions. Display group box All Select the All option to show all products in the datagrid. Selected Select the Selected option to further reduce the list by specific products. To select a product click on the left most column and the line will be highlighted. To select multiply rows use the Ctrl or Shift in combination with the mouse. Sort By group box Product ID Select the Product ID option to sort the grid by the Product ID column. Warehouse ID Select the Warehouse ID option to sort the grid by the Warehouse ID column. Data grid columns and fields The datagrid has User Column functionality. For more information go to the Data grid - User Column topic in the System Manager Help. Product ID The Product ID column displays the product ID. Copyright CYMA Systems Inc. 169

176 Product Description The Product Description column displays the description of the product. Warehouse ID The Warehouse ID displays the warehouse ID. Warehouse Description The Warehouse Description field displays the description of the warehouse. Qty on PO The Qty on PO field displays the quantity of Inventory type products (inventory) on Purchase Orders. This quantity is increased by the open quantity on a PO line item when a PO is printed; decreased by the received quantity on a PO receipt only; a PO line item with a job number does not update this field. Qty on Hand The Qty on Hand field displays the quantity of Inventory type products on hand. This quantity is increased when a beginning quantity on hand of this product for this warehouse is entered; a PO or IC receipt is posted; a transfer is posted and this is the Transfer To warehouse. This quantity is decreased when a sales order is shipped; an adjustment is posted; a transfer is posted and this is the Transfer From warehouse. Qty on Sales Order The Qty on Sales Order field displays the quantity of Inventory type products committed on Sales Orders. This quantity is increased when a sales order is saved; decreased when a sales order issue is posted; decreased when a sales order is cancelled. Qty on BO The Qty on BO field displays the quantity, of Inventory type products, that is on back order. Qty Available The Qty Available field displays the quantity of Inventory type products (inventory) available. This system calculated field is the difference between the quantity on hand and the quantity committed for this product at this warehouse. This quantity is referenced when a sales order is entered. Prime Location The Prime Location for this product will display in this column. Second Location The Second Location assigned to this product for the warehouse will display. Physical Count Code The Physical Count Code assigned to this product for the warehouse will display. Prevent Purchase Date The Prevent Purchase After Date assigned to this product for the warehouse will display. Prevent Issue Date The Prevent Sales After Date assigned to this product for the warehouse will display. Prevent Build Date The Prevent Build After Date assigned to this product for the warehouse will display. Alternate Product Copyright CYMA Systems Inc. 170

177 The Alternate Product assigned to this product for the warehouse will display. Inventory Account The Inventory Account assigned to this product for the warehouse will display. COGS Account The COGS Account assigned to this product for the warehouse will display. Sales Account The Sales Account assigned to this product for the warehouse will display. Accrued AP The Accrued AP Account assigned to this product for the warehouse will display. Minimum Stock The Minimum Stock amount assigned to this product for the warehouse will display. This field is used by the Inventory Control Reorder report as an alert when a product shows a quantity on hand that is less than the minimum stock level. Maximum Stock The Maximum Stock amount assigned to this product for the warehouse will display. This field is used by the Inventory Control Overstock report as an alert when a product shows a quantity on hand that is greater than the maximum stock level. Re-Order Stock The Re-Order Stock amount assigned to this product for the warehouse will display. This amount represents the quantity that should be ordered when the quantity on hand equals or falls below the minimum stock level. Average Cost The Average Cost for the product will display. This field is only calculated when a valuation method of "Average" is used. Last Purchase Date The Last Purchase Date field displays the date this product in this warehouse was last received by Inventory Control Receipts. This date is updated when Inventory Control Receipts are posted. This field is not updated if there is a job number on the Receipt. Last Issue Date The Last Issue Date field displays the date this product was last issued from this warehouse through Sales Order Shipments. ABC Code The ABC Code assigned to this product for the warehouse will display. Worksheet No The Worksheet No assigned to this product for the warehouse will display. Last Counted The Last Counted field displays the last time this product at this warehouse was included in a cycle count. The date is updated when the Cycle Count worksheet is printed. Std Cost The Std Cost field will display the standard cost for the product. Price Copyright CYMA Systems Inc. 171

178 The Price column will display the current sales price for this item. Last Cost The Last field shows the SKU Unit Cost calculated when the product was last received or assembled. Low Cost The Low Cost field shows the lowest the SKU Unit Cost has been. High Cost The High Cost field shows the highest the SKU Unit Cost has been. Apply Cost The Apply Cost field will display Yes or No based on the Apply Other Cost check box on the product/warehouse. Copyright CYMA Systems Inc. 172

179 Maintain Accounting Periods When Accounting Periods... is selected from the Maintain menu, the Maintain Accounting Periods dialog box displays. This allows you to create the units of time, referred to as accounting periods, that comprise your fiscal year. Accounting periods must be defined before you can use the system. They are used throughout CYMAIV modules (except the Payroll module) for date checking, reporting, and displaying summarized period information. You can define up to thirteen accounting periods for a fiscal year. Once transactions have been entered for a year, the period definitions can not be changed. Only changes to open years without transaction activity or accounting periods for a new year are accepted. When importing data into CYMA IV, you must create accounting periods for each year being imported. Refer to the importing instructions provided with each module. When creating accounting periods for the first time, refer to the following steps: 1. Access the Maintain Accounting Periods dialog box from the System Manager Maintain menu. 2. Enter the Year that identifies the accounting periods and then click on the First Day text box or press the TAB key. 3. Enter a valid date in the First Day text box to specify the beginning date of your fiscal year and then press the TAB key. 4. Verify and correct (if necessary) the Last Day of the year that was calculated by the system. 5. Click on the Periods spin box and enter the number of periods to maintain for the fiscal year. 6. Once the First Day, Last Day, and Periods have been entered, click the Calculate Periods button to calculate period end dates based upon the first day, last day, and number of periods specified. This operation also ensures contiguous first day and last day values when there are previously defined years. 7. You will be prompted with a message confirming the calculation of the periods. Click the Yes button on the message to continue and calculate the periods. Otherwise, click the No button on the message to return to the dialog box and change the calculation criteria mentioned in step Once the periods are defined properly, click the Save button to write the period information to the data file. You are prompted with a message asking you to confirm the period information prior to saving. Once transactions have been made for this year, the period values cannot be changed. 9. After all the accounting periods are saved, click the Close button. Maintain Accounting Periods dialog box Copyright CYMA Systems Inc. 173

180 Refer to the following field descriptions and requirements. Year To create accounting periods for a new fiscal year, click the New button and then enter the fiscal year that identifies the period(s). To view accounting periods for an existing year, type the year that identifies the periods you want to view or use the Browser to select the year. The current accounting period will be highlighted. To edit accounting periods for an existing year, type the year that identifies the periods to be edited, or use the Browser to select it and then click the Edit button. You can only makes changes to accounting periods in open years that do not contain transaction activity. First Day Enter the first day of your fiscal year. Years must be defined consecutively, the First Day must be consecutive with the previous year s Last Day. For example, if 12/31/2002 is the last day of the previous year, then 1/1/2003 must be the first day of the year being defined. If you have previous years defined, this date automatically defaults to the day after the previous years Last Day. Last Day The system calculates the Last Day of the year based on the First Day entered. If this is not correct and this is the first year you create, type the correct ending day of your fiscal year. Copyright CYMA Systems Inc. 174

181 Periods Enter the number of periods to maintain for the selected year (up to 13 periods per year), or click the spin box arrows to select the number of periods. It is recommended that you maintain the same number of periods year to year in order to obtain meaningful comparisons on financial statements in the General Ledger module. Click the Calculate Periods button to calculate default period end dates based on the information entered in the above fields. Closed The view-only Closed check box indicates if the year selected has been closed. A fiscal year is closed using the Year End Close operation in the General Ledger module. Changes to closed years can be made using the Prior Year Adjustments operation in the General Ledger module. Data Grid Columns and Fields Period The view-only Period column lists the period number of each period defined. End Date Upon clicking the Calculate Periods button, the default period end date for each period defined is displayed. The system calculated end dates can be overridden if necessary. Each period end date must be greater than the previous period end date. Lock Original Budget Check the Lock Original Budget check box to not allow changes to be made to the Original Budget for the selected Accounting Year. Enable Budget Transactions Check the Enable Budget Transactions check box to turn on the Budget Transaction capability for the selected Accounting Year. Once this option is selected, the original budget will be copied to the revised budget and changes can only be made to the revised budget by entering budget transactions. Maintain Accounting Periods Command Buttons The Edit button allows you to make changes to the accounting periods for the displayed fiscal year. Click the Edit button once a valid Year has been entered. You can only make changes to fiscal years that contain no transactions. The Save button validates the period definitions and saves the information. When creating multiple years, click the Save button after defining or calculating periods for each year. The New button clears the dialog box, allowing you to create a new fiscal year's accounting periods. The system prompts you to save any changes to the active record (if applicable). Copyright CYMA Systems Inc. 175

182 The Delete button permanently removes the displayed fiscal year and its accounting periods from the data file. Years can only be deleted if there is no transaction activity for the selected year. The Close button closes the dialog box and prompts you to save any changes (if applicable). Pressing the ESC key has the same function. Copyright CYMA Systems Inc. 176

183 Maintain Allocations Choosing Allocations... from the Maintain Menu accesses the Maintain Allocations dialog box. Maintain Allocations allows you to designate virtually unlimited General Ledger accounts with predetermined percentages or units to expense invoices in Accounts Payable or break down income and expense entries in the General Ledger. Allocation records can be accessed and maintained from Accounts Payable and the General Ledger. In Accounts Payable, Allocations can be used in the following operations, Enter Invoices, Enter Recurring Invoices, and Enter One-Time Invoices. Simply select the Allocate check box on the dialog box and specify the Allocation ID. This will calculate and create line items for each of the General Ledger accounts in the allocation record. In the General Ledger, Allocations can be used in the following operations, Enter Journal Entries, Enter Recurring Journal Entries, Enter Quick Transactions, Enter After-The-Fact CR Journals and CD Checks. Specify the Allocation ID on the Data Grid. This will calculate and create line items for each of the General Ledger accounts in the allocation record. Maintain Allocations dialog box Refer to the following field descriptions and requirements. The datagrid has User Column functionality. For more information go to the Data grid - User Column topic in the System Manager Help. Allocation ID To create a new Allocation record, click the New button and then enter the new ID (up to 6 alphanumeric characters). Copyright CYMA Systems Inc. 177

184 To edit an existing Allocation record, enter the ID, or select an Allocation ID using the Browser. Once the record is displayed on the dialog box, click the Edit button to make any changes. You cannot edit the Allocation ID. If any allocation records were imported from PAS +, the Allocation ID is preceded by "AP" or "GL" depending on the module they were imported from. Description Enter a description for the Allocation (up to 30 alphanumeric characters). Allocation tab Allocation Type Select the allocation type; the options on the drop-down list are: Percent, Unit, and Dollars. Allocations with a type of Dollars can only be used in Accounts Payable - Enter Invoices. Active This check box indicates the status of the displayed allocation record. When selected, the system allows full use of the displayed allocation record. When deselected, the displayed allocation record is considered inactive throughout the system. The default is selected. Data Grid Columns and Fields Account ID Enter the General Ledger accounts for the allocation. The Browser is available to select accounts. Description This view-only column displays the corresponding General Ledger account description. Pct or Units Enter the percentage amount or the units you would like to allocate in the text box for each General Ledger account. For Percent type allocations, the total allocated row beneath this column must equal 100 percent before the system allows the record to be saved. Job If you are using the Job Cost module this field enables you to enter costs associated with a specific job. A browser is provided to assist in finding the right job number and description. Cost Type If you are using the Job Cost module this field enables you to specify a pre-defined type of cost for this allocation. A dropdown box will provide the choices of Direct Labor, Direct Material, Other Direct Charges, Subcontract, Other and Overhead. The Job and Cost Type columns are enabled by selecting the "Include Job & Cost Type on Journal Entries" check box on Maintain Configuration in the Job Costing module. Cost Code Copyright CYMA Systems Inc. 178

185 The Cost Code column is added to the data grid when "Use Cost Codes" is selected in Job Costing Maintain Configuration. Enter a Cost Code or use the browser to select one. Project (Financial Management System Only) Enter valid Project or select one from the browser. This column is only available if Use Project Tracking is checked in Maintain Configuration. Expense Type (Financial Management System Only) Enter valid Expense Type or select one from the browser. This column is only available if Use Project Tracking is checked in Maintain Configuration. The field is only available if a Project is selected and a Revenue Source is not selected. Revenue Source (Financial Management System Only) Enter valid Revenue Source or select one from the browser. This column is only available if Use Project Tracking is checked in Maintain Configuration. The field is only available if a Project is selected and an Expense Type is not selected. Category (Financial Management System Only) Enter valid Category or select one from the browser. his column is only available if Use Project Tracking is checked in Maintain Configuration. The default value is "00" and can be changed if the Project selected uses Categories. Costing Code (Financial Management System Only) Enter valid Costing Code or select one from the browser. This column is only available if Use Project Tracking is checked in Maintain Configuration. The default value is "00" and can be changed if the Project selected uses Costing Codes. Grant (Not For Profit only) Enter valid Grant ID or select one from the browser. This column is only available if Use Grant Tracking is checked in Maintain Configuration. C.O.E (Not For Profit only) Enter valid C.O.E or select one from the browser. This column is only available if Use Grant Tracking is checked in Maintain Configuration. The field is only available if a Grant is selected and a Source is not selected. Source (Not For Profit only) Enter valid Source or select one from the browser. This column is only available if Use Grant Tracking is checked in Maintain Configuration. The field is only available if a Grant is selected and a C.O.E. is not selected. Program (Not For Profit only) Enter valid Program or select one from the browser. This column is only available if Use Grant Tracking is checked in Maintain Configuration. The default value is "00" and can be changed if the grant selected uses programs. Activity (Not For Profit only) Copyright CYMA Systems Inc. 179

186 Enter valid Activity or select one from the browser. This column is only available if Use Grant Tracking is checked in Maintain Configuration. The default value is "00" and can be changed if the grant selected uses activities. Trans Class 1 Enter an active Transaction Classification Code or select one from the browser. If a default has been set up in Maintain Configuration it will default but may be changed. Trans Class 2 Enter an active Transaction Classification Code or select one from the browser. If a default has been set up in Maintain Configuration it will default but may be changed. Maintain Allocations Command Buttons The Copy button allows you to copy an existing allocation record. Click the Copy button once a valid Allocation ID has been entered. The Edit button allows you to make changes to the displayed allocation record. Click the Edit button once a valid Allocation ID has been entered. The Save button validates the data entered and saves the displayed allocation record. The New button prompts you to save any changes to the active record (if applicable) and then clears the dialog box, allowing you to create a new record or select another allocation record for viewing or editing. The Delete button permanently removes the displayed record from the data file. The record must be in edit mode to enable this button. The Close button prompts you to save any changes (if applicable) and then closes the dialog box. Pressing the ESC key has the same function. Copyright CYMA Systems Inc. 180

187 Maintain Allocations - Percent Type Allocation The following is an example of a Percent type allocation: A company divides the utility bill between departments. Each month 25% goes to shipping, 25% to clerical, 20% to sales, 20% to Accounting, and 10% to Customer Service. The allocation record is set up as follows: Account Type: Percent Account Description Percent Utilities - Shipping 25% Utilities - Clerical 25% Utilities - Sales 20% Utilities - Accounting 20% Utilities - Customer Service 10% Total Allocated 100% Using the above example, a utility bill of $300 would be allocated as follows: Department $ Shipping Clerical Sales Accounting Customer Service Total Copyright CYMA Systems Inc. 181

188 Maintain Allocations - Unit Type Allocation The following is an example of a Unit type allocation: A company allocates advertising costs among three locations based on square footage. Location 1 is allocated 1 unit based on their 10,000 square feet, Location 2 is allocated 2 units based on their 20,000 square footage, Location 3 is allocated 3 units based on their 30,000 square footage. The allocation record is set up as follows: Account Type: Unit Account Description Units Advertising Expense - Loc Advertising Expense - Loc Advertising Expense - Loc Total Units 6.0 Using the above example, an advertising expense of $1, would be allocated as follows: Location $ Total 1, Copyright CYMA Systems Inc. 182

189 Maintain Allocations - Dollar Type The following is an example of a Dollar type allocation: At the time the allocation is set up, it is unknown what the amounts will be. Examples might be for Office Supplies, Travel Expenses, etc. The amounts are only know when the invoice is received from a vendor or possibly an expense report is received from an employee. For this type of allocation, no value is entered in the Pct or Units column. Only GL accounts, Job and Grant/Project columns are filled in. Once the allocation is selected in Accounts Payable or General Ledger the actual dollar amounts can be entered. The allocation record is set up as follows: Account Type: Dollar Account Description Office Supplies Expense Office Supplies Expense When the invoice or journal entry is entered the amounts will be entered: Account Description Amount Office Supplies Expense Office Supplies Expense Total Copyright CYMA Systems Inc. 183

190 Maintain Automatic Offsets (Not For Profit Only) CAUTION: Improper set up of this function could cause serious data errors. It is strongly recommended that you test this function using the demo company and back up your data files before proceeding. Also, after set up you should verify that the offset transactions are being properly applied. Nonprofit organizations typically track their income and expenses separately according to each fund. When using several checking accounts for each fund it is easier to sometimes deposit money or pay bills using one checking account and have the other accounts involved process reimbursement checks on a monthly or weekly basis. Tracking is typically accomplished by booking monies owed in Due To (liability) and Due From (accounts receivable) accounts set up for each fund. This could be handled by journal entries in GL, but that creates another process and users would like to identify this at the AR and AP invoice/payment level. This could be addressed in Accounts Payable by allowing negative entries on an invoice, but can be quite messy. Automatic offsets allow the necessary transactions to post automatically. EXAMPLE: An AP invoice resulted in this entry to the General Ledger: Account # Description Debit Credit Gas - Counseling Gas - Kitchen Accounts Payable In the above example, the funds are now out of balance for fund #100, #200 & #000. In order to put them back into balance, a journal entry such as shown below would need to occur that would record the due to/due from for each fund. Account # Description Debit Credit Due From Fund # Due From Fund # Due To Fund # Due To Fund # The Maintain Automatic Offset feature allows the user to define the above parameters so that the offset transactions occur automatically. The example above is illustrated in the dialog box examples at the bottom of this help topic. To Set Up An Automatic-Offset Transaction: 1. From the AR or AP Maintain menu, select Maintain Automatic Offsets. 2. Click the Add button on the Maintain Automatic Offsets dialog box. 3. In the Add Auto-Offset Entry dialog box, select the applicable module from the list box. 4. In the Entered Transaction Accounts area, enter or select the Debit Account or enter the segment that would apply. 5. Enter the Credit Account that would apply. 6. In the Auto-Offset Transactions area, select the offset transaction account numbers and type a description. This description will print when offset transactions are posted. 7. Click the Add button. You will be returned to the Maintain Auto-Offset Entries dialog box and your entry will be displayed in the Data Grid. 8. Repeat the procedure for each offset transaction that is required. Copyright CYMA Systems Inc. 184

191 You must enter data in at least one account segment in both the Debit and Credit fields. However, you may leave the other character spaces blank. To Edit An Existing Automatic-Offset Transaction: 1. From the AR or AP Maintain menu, select Maintain Automatic Offsets. 2. Select a transaction to edit by clicking on the appropriate row in the Data Grid. 3. Click the Edit button on the Maintain Automatic Offsets dialog box. The Edit Auto-Offset Entry dialog box will display. 4. Edit the transaction and click the Save button. You will be returned to the Maintain Automatic Offsets dialog box. To Copy An Existing Automatic-Offset Transaction: 1. From the AR or AP Maintain menu, select Maintain Automatic Offsets. 2. Select a transaction to copy by clicking on the appropriate row in the Data Grid. 3. Click the Copy button on the Maintain Automatic Offsets dialog box. The Add Auto-Offset Entry dialog box will display. 4. Make the appropriate changes that would reflect a new offset entry. 5. Click the Add button and your transaction will be copied to the Maintain Automatic Offsets dialog box. To Delete An Existing Automatic-Offset Transaction: 1. From the AR or AP Maintain menu, select Maintain Automatic Offsets. 2. Select a transaction to be deleted by clicking on the appropriate row in the Data Grid. 3. Click the Delete button on the Maintain Automatic Offsets dialog box. A message will display confirming that you wish to delete a record. 4. Click the Yes button and your transaction will be deleted. Maintain Auto Offset Entries Dialog Box Example Copyright CYMA Systems Inc. 185

192 Offset Entry # 1 Copyright CYMA Systems Inc. 186

193 Offset Entry # 2 Copyright CYMA Systems Inc. 187

194 Copyright CYMA Systems Inc. 188

195 Maintain Alternate Price Codes When Alternate Price Codes... is selected from the Maintain Menu in either Sales Order or Accounts Receivable the Maintain Alternate Prices Codes dialog displays. This dialog is used to set up alternate prices to be used when entering Sales Orders in the Sales Order module or Invoices in Accounts Receivable. Alternate Price Codes are used to define a set percentage value to the sales price of a selected product. The dialog allows entry of a percentage to increase/decrease the product price based on List Price, Unit Cost or Standard Cost. An Alternate Price Code can be assigned at the customer level. If a customer has an alternate price code assigned it will default when entering a Sales Order in the Sales Order module or entering an Invoice in the Accounts Receivable module. Maintain Alternate Price Codes dialog box Refer to the following fields and descriptions Price Code Enter the Price Code for this Alternate Price. (up to 10 alphanumeric characters) Description Enter a Description for the Alternate Price. (up to 30 alphanumeric characters) List Price % Enter a positive or negative value if you want the price to be determined as a percentage of the List Price. Unit Cost % Enter a positive or negative value if you want the price to be determined as a percentage of the Unit Cost. Std Cost % Copyright CYMA Systems Inc. 189

196 Enter a positive or negative value if you want the price to be determined as a percentage of the Standard Cost. Status Select the Status for this Alternate Price. Alternate Price Codes with an inactive status cannot be used during data entry. Maintain Alternate Price Codes Command Buttons Click the Warehouse button to define default alternate prices at the warehouse level. Click the OK button to save the data. Click the Cancel button to close the dialog box. You are prompted to save any changes (if applicable). Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 190

197 Maintain Alternate Prices Warehouse The Maintain Product/Warehouse Alternate Prices dialog display after pressing the Warehouse button on the Maintain Alternate Price Code dialog. The Maintain Alternate Price Codes are accessed through Sales Order. The Warehouse dialog is only available if Inventory Control is installed and configured. The dialog is used to define prices based on the Warehouse or Product/Warehouse combination. These prices are only used in Enter Sales Order and if the Warehouse option is selected in the Default Unit Price From group box in Sales Order - Maintain Configuration. Alternate Prices - Warehouse dialog Refer to the following fields and descriptions Alternate Price group box Code The selected Price Code displays. Description The selected Price Code Description displays. Data grid columns and fields Fixed Price Enter the amount that you want to charge customers when this code is entered. List Price % Enter the percent more or less that you want to charge your customer based on the Price shown above. The value will default based on the Price Code selected, but may be changed. This column is only available if using LIFO or FIFO cost method as defined in Inventory Control Maintain Configuration. Last Cost % Copyright CYMA Systems Inc. 191

198 Enter the percent more or less that you want to charge your customer based on the Last Cost shown above. The value will default based on the Price Code selected, but may be changed. This column is only available if using LIFO or FIFO cost method as defined in Inventory Control Maintain Configuration. Std Cost % Enter the percent more or less that you want to charge your customer based on the Standard Cost shown above. The value will default based on the Price Code selected, but may be changed. Average Cost % Enter the percent more or less that you want to charge your customer based on the Average Cost shown above. The value will default based on the Price Code selected, but may be changed. This column is only available if using Average cost method as defined in Inventory Control Maintain Configuration. Low Cost % Enter the percent more or less that you want to charge your customer based on the Low Cost shown above. The value will default based on the Price Code selected, but may be changed. This column is only available if using LIFO or FIFO cost method as defined in Inventory Control Maintain Configuration. High Cost % Enter the percent more or less that you want to charge your customer based on the High Cost shown above. The value will default based on the Price Code selected, but may be changed. This column is only available if using LIFO or FIFO cost method as defined in Inventory Control Maintain Configuration. Status Select a status of Active or Inactive. Inactive alternate prices can't be used in new Sales Orders or Accounts Receivable Invoices. Copyright CYMA Systems Inc. 192

199 Maintain Banks When Maintain Banks... is selected from the Maintain menu the Maintain Banks dialog box opens. Multiple Bank records can be maintained to accommodate multiple bank accounts. Banks may be accessed and maintained from Accounts Payable, Accounts Receivable, Payroll, and Bank Reconciliation. Each Bank record has an assigned GL cash account for posting cash receipt and cash disbursement entries to the General Ledger. Bank records are used during the Enter Payments operation in Accounts Receivable and during Enter Manual Checks and Print Checks operations in Accounts Payable. Accounts Payable Vendor Invoices can be processed using a credit card bank account type. Use the Notes tab to keep track of items you want to keep on this Bank. Use the Custom tab to access the Custom Data Designer. Maintain Banks dialog box Refer to the following field descriptions and requirements. Bank ID To create a new Bank record, enter the new ID (up to 6 alphanumeric characters). Copyright CYMA Systems Inc. 193

200 To edit an existing Bank record, enter the Bank ID, or select a specific Bank ID using the Browser. Once the record is displayed in the dialog box, click the Edit button to make any changes. You may not edit the Bank ID. Name Enter the bank name (up to 40 alphanumeric characters). The Maintain Bank dialog consists of the following tab pages: Bank Electronic Funds Transfer Notes Custom Maintain Banks Command Buttons The Edit button allows you to make changes to the displayed bank record. Click the Edit button once a valid Bank ID has been entered. The Save button validates and saves the data entered. The Save button is enabled when data on the dialog box is changed. The New button prompts you to save any changes to the displayed bank record (if applicable) and then clears the dialog box. This allows you to create a new bank or select another record for viewing or editing. The Delete button permanently removes the displayed bank record from the data file. This button is enabled after the Edit button has been clicked. The Close button prompts you to save any changes (if applicable) and then closes the dialog box. Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 194

201 Maintain Banks - Bank Tab The Bank Tab contains information for the selected bank. Maintain Banks - Bank Tab Refer to the following fields and descriptions Account Enter the bank account number (up to 24 alphanumeric characters). This is not a required field if the Credit Card is the selected Account Type. Address 1 Enter the bank s street address (up to 30 alphanumeric characters). Address 2 Enter the bank's second line address (up to 30 alphanumeric characters). City Enter the city where the bank is located (up to 25 alphanumeric characters). State Enter the state or province where the bank is located (up to 25 alphanumeric characters). Copyright CYMA Systems Inc. 195

202 Zip Enter the bank's zip or postal code (up to 10 alphanumeric characters). Country Enter the country (up to 30 characters). Routing Number Enter the banking institution s routing transit number (up to 9 alphanumeric characters). This is not a required field if the Credit Card is the selected Account Type. Status The Status defaults to Active for new Bank records. Account Type Accept the default type Checking or use the drop-down list to select an appropriate account type: Checking, Credit Card, Investment, Loan, Money Market, Payroll, or Savings. type. The system does not check the Bank record account type against the General Ledger account GL Account Enter the corresponding General Ledger Cash Account or use the Browser to select one. Enable Electronic Funds Transfer The Enable Electronic Funds Transfer check box needs to be checked if this bank will be used to create EFT files in Payroll or Accounts Payable. When this box is checked the Electronic Funds Transfer tab will become active and populate with the appropriate values. When the box is unchecked the Electronic Funds Transfer tab will be inactive. The Bank can still be used to print checks in AP or Payroll, but the system will display a warning when printing. Phone Numbers Data Grid Enter up to four Phone Contacts with phone numbers and descriptions for each Bank record. See the Data grid - Phone Contact Control help topic for more information. Copyright CYMA Systems Inc. 196

203 Maintain Banks - Electronic Funds Transfer Tab The Electronic Funds Transfer tab is used to define the bank information that is contained with the electronic file that is sent to the bank. The tab is made active and populated when the Enable Electronic Funds Transfer check box is selected on the Bank tab. For most banks the default settings will be correct, but in some cases a bank may require other data to be contained in a specific field. Contact the bank directly for information regarding the fields on this tab. The fields on this tab should only be changed at the direction of your Financial Institution. Maintain Banks - Electronic Funds Transfer Tab Refer to the following fields and descriptions Select the Reset Defaults button to reset all fields on the tab to the default settings. Use care when using this option as it will overwrite all existing values. Immediate Destination The Immediate Destination field defaults to the Routing number field on the Maintain Banks - Bank tab. Copyright CYMA Systems Inc. 197

204 Name The Name field defaults to the name field at the top of the Maintain Bank dialog. The name is this field can be up to 23 characters long. Immediate Origin The Immediate Origin field defaults to the Federal Tax ID from System Manager - Maintain Company - Company Page 2 tab. Name The Name defaults from the Company field in System Manager - Maintain Company dialog. The name is this field can be up to 23 characters long. Leading Character for Immediate Origin The Leading Character for Immediate Origin defaults to "1". This denotes that the value in the Immediate Origin field is the FEIN. This value can be changed or deleted. If no value is entered, the file will contain a blank in the appropriate location. Originating DFI The Originating DFI defaults to the first 8 characters of the Routing number field on the Maintain Banks - Bank tab. Company ID Code Designator The Company ID Code Designator defaults to "1", but can be changed. Create Balanced File Check the Create Balanced File option if the bank requires a "balanced" file. A "balanced" file refers to an ACH formatted file with one additional detailed record line that includes the grand total dollar amount for all records in the file. Receiving DFI The Receiving DFI field will default to the Routing number field on the Maintain Banks - Bank tab. DFI Account The DFI Account field will default to the Account field on the Maintain Banks - Bank Tab Electronic File Default Destination The Electronic File Default Destination field defines where the default location will be for the EFT file that is created in the Accounts Payable, Payroll, Accounts Receivable or Sales Order modules. Use the file browser button to browse the network and select a file path. This path is just a default and can be changed at the time the file is created. If no path is entered the default will be a folder labeled EFT in the company data folder. Advanced group box The Advanced group box contains options that may be needed but are not generally utilized. Record/Line ending character The Record/Line Ending Character will default to CR/LF. If the bank requires a different ending character, select the appropriate setting from the drop down. Available options are CR/LR (Carriage Return/Line Feed), CR (Carriage Return only), LF (Line Feed only), None (no ending characters). Copyright CYMA Systems Inc. 198

205 Zero Fill Settlement Date Select the Zero Fill Settlement Date if the Settlement Date in the File Header should be filled with zeros, instead of the check date. Include Bank Required Supplemental 1st Record As Select the Include Bank Required Supplemental 1st Record As if the bank has requested an additional record to be added to the beginning of the file. This record is 94 characters long. If less than 94 characters are entered the rest of the record will be filled with blanks to arrive at a total of 94 characters. Copyright CYMA Systems Inc. 199

206 Maintain Banks - Select Company When Banks... is selected from the Bank Reconciliation Maintain menu and there are multiple Accounts Receivable, Accounts Payable, and Payroll companies that post to the current company's General Ledger, the Maintain Banks for which Company? dialog box displays prior to the Maintain Banks dialog box. This allows you to specify the company that you want to create, edit, or delete bank records for. After you select the company and click the Continue button, the Maintain Banks dialog box will display. Maintain Banks for which Company? dialog box Refer to the following field descriptions. There are several companies using the Bank Reconciliation module of the current company. Each of these companies has its own set of Bank IDs. Please select a company for Maintain Banks. This message informs you that you need to specify the company for which you want to create, edit, or delete bank records. The drop-down list displays the companies that are set up to post to the current company's General Ledger. Select the company ID and name that you wish to create, edit, or delete bank records for. The current company is the default and can be overridden. Maintain Banks for which Company? Command Buttons Click the Continue button to accept the selected company and access the Maintain Banks dialog box. Click the Cancel button to close the Select Company dialog box and return to the CYMA IV desktop. Copyright CYMA Systems Inc. 200

207 Maintain Banks - Credit Card Bank Account Type The Credit Card Bank Account Type is used by the Accounts Payable Print Check feature to allow you to pay vendor invoices using a company credit card. The following steps will guide you through the configuration and setup to enable this process. General Ledger Configuration -- Maintain Chart of Accounts A liability or equity GL account type should be established for use with the Credit Card Bank Account Type. A cash account type should not be used as the payment process should not reduce a company's cash position. You may also set up a different AP account for posting credit card payments if you would like to keep credit card payments in a separate AP account. Accounts Payable Configuration -- Maintain Banks Set up a Bank ID and select the Credit Card Account Type. Select the liability GL Account set up in the previous step. An existing Bank ID that has been used to process cash payments may not be changed to a credit card account type. Once a credit card account type has been used to process credit card payments, it may not be changed to any other account type. -- Maintain Vendors Set up a Vendor ID for the Credit Card Company. The GL Expense account should be the same GL account as assigned to the Bank ID. The vendor identified as the credit card company can either use the default AP account or a specific AP account established for credit card posting. Accounts Payable Invoice and Payment Entry Credit Card Payment -- Enter Invoices The vendor invoice is received and processed as usual, no special steps are necessary. -- Post Invoices The vendor invoice is posted as usual, no special steps are necessary. When the invoice is posted to GL the debit will be the Vendor Expense Account; the credit will be Accounts Payable. -- Select Invoices for Payment The vendor invoices are selected as usual, no special steps are necessary. -- Print Checks (Pay the Invoice with a Credit Card) On the Print Checks dialog, select the Bank ID that has been established as the Credit Card Bank Account Type. You will notice the check number field is grayed out. The check numbers for this account type begin at 1000 and are auto incremented by the system. When the "New Check For Each Invoice" check box is selected a separate check number is assigned to each invoice. When the "New Check For Each Invoice" check box is not selected a separate check number is assigned to each vendor. No actual check is printed. This payment is posted upon "printing". The vendors AP account is debited and the Bank ID account is credited. This completes the process of recording the vendor Copyright CYMA Systems Inc. 201

208 payment in CYMA IV. When the check is posted to GL the debit will be Accounts Payable; the credit will be the Credit Card Bank Account. This process simply records the payment in CYMA IV. The company is responsible for actually paying the vendor with the credit card. Credit Card Statement -- Enter Invoices When the credit card statement is received an invoice is entered for the credit card vendor. You may enter this invoice in summary (a single line item for the total due) or detail (multiple lines as recorded on the credit card statement). Be sure to select the Credit Card Bank ID GL account as the Expense account for each line item. -- Post Invoices The credit card vendor invoice is posted as usual, no special steps are necessary. -- Select Invoices for Payment The credit card vendor invoice is selected as usual, no special steps are necessary. -- Print Checks On the Print Checks dialog, select the Cash Bank ID that is designated for making cash payments. This is the standard check printing process where a physical check is printed and posted to AP. When the check is posted to GL the debit will be the Credit Card Bank Account; the credit will be Cash. Notes: -- Zero Check Processing The zero check processing feature is available to credit card bank account types allowing you to clear credits from the system in the same manner any other invoice can be cleared. The only exception to zero check processing is one time invoices assigned to a one time vendor. -- Reprint Checks The credit card bank account type is not available for selection when reprinting checks. -- Void Checks The void check feature is available to credit card payments. When a credit card payment is voided, all associated invoices are reopened. -- One Time Invoices Invoices that are entered as one time invoices may also be paid using the credit card account type. Copyright CYMA Systems Inc. 202

209 Maintain Customers Selecting Customers... from the Maintain menu accesses the Maintain Customers dialog box. Customer records can be accessed and maintained from Accounts Receivable and Sales Order. Each tab page contains information relating to the customer such as Ship-To addresses, special product pricing, purchase and payment history amounts, as well as contact information and notes. Use the Custom tab to access the Custom Data Designer. Maintain Customer Tab Refer to the following field descriptions and requirements. Customer ID To create a new customer record, enter a Customer ID that represents the customer (up to 15 alphanumeric characters). To edit an existing customer record, enter the ID or use the Browser to select the ID. Once the record is displayed, click the Edit button. All fields can be edited except the Customer ID and the amounts on the History tab. Name Enter the customer or company name (up to 30 alphanumeric characters). Sort Name Copyright CYMA Systems Inc. 203

210 Enter in the name you would like the company to be sorted by for use in various report generation. For example, The Smith Company would be entered in as Smith Company, The. Maintain Customers Command Buttons The View Document button will be active when you are on the Invoice Activity or Order Activity tab. The View Payments button will be active when you are on the Invoice Activity or Order Activity tab. The History button allows you to easily view key information regarding each customer's historical data. Use this history button to invoke a report showing the customer's history. The Edit button allows you to make changes to the displayed customer. Click the Edit button once a valid customer has been entered. The Save button validates and saves the data entered. The Save button is enabled when data on the dialog box is changed. The New button prompts you to save any changes to the displayed customer (if applicable) and then clears the dialog box. This allows you to create a new customer or select another Customer ID for viewing or editing. The Delete button permanently removes the displayed customer from the data file. This button is enabled after the Edit button has been clicked. If the customer has any entries in the system it cannot be deleted. The Close button prompts you to save any changes (if applicable) and then closes the dialog box. Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 204

211 Maintain Customers - Customer Tab The Customer tab contains demographic information, phone contacts and billing method. You also enter the Customer's General Ledger Accounts Receivable account, default Sales Rep ID, Terms Code and Finance Charge percent. Maintain Customers - Customer Tab dialog Refer to the following field descriptions and requirements. Type The Type will default from Maintain Customer if a value was entered. This value can be changed. If no type defaults enter a Customer Type or use the Browser to select an existing Customer Type. The Customer Type contains additional information that can be used to speed set up of a customer. If the values are filled in on the Customer Type, those values will default when selecting the type. See the Maintain Customer Type topic for more information. Status The Status defaults to Active for the Customer. If all invoices have been paid in full, all payments have been applied and all Sales Orders have been closed the customer status can be changed to Inactive. Address Enter customer's street address (up to 30 alphanumeric characters, on each line). The first address line is a required field. Copyright CYMA Systems Inc. 205

212 City Enter the city where the customer is located (up to 25 alphanumeric characters). State Enter the state or province where the customer is located (up to 25 alphanumeric characters). Zip Enter the customer's zip code or postal code (up to 11 numeric characters, including the dash). Country Enter the country where the customer is located (up to 30 alphanumeric characters). Primary Enter the primary address to be used to transmit invoices via . This will be the recipient of invoices transmitted electronically through the Print Invoice process. Click the button to display an empty message window. Fill in any appropriate information and click on send to send an to the listed recipients. Print Statements Check the Print Statements box if you would like this customer included in the Print Statement Process during the Period End Processing. Partial Shipments The Partial Shipment check box is selected by default and indicates this customer will accept partial shipments. This feature is only enabled when Sales Order is installed and configured. When selected the Partial Shipment check box on all sales orders placed for this customer will default and may be overridden. Open Item Select the Open Item option button for Open Item billing. Open item billing will retain all transaction detail, printing all open transaction detail on the customer's statement. This method will also allow you to select specific invoices or partial payments when entering customer payments. Balance Forward Select the Balance Forward option button for Balance Forward billing. Balance forward billing will print balance forward amounts on the customer's statement, as well as any detailed activity for the current period. When applying payments the system will default to automatically apply payments to the oldest invoice balances. Transaction detail is retained by the system for both methods. This enables you to change a customer's method in the future without losing anything. AR Acct Enter the Accounts Receivable account or use the Browser to select or create the account that this customer's transactions will post to in the General Ledger. The default account will be the Accounts Receivable account entered on the Maintain Configuration dialog box. This option allows each customer record to have an individual Accounts Receivable account. Sales Acct Copyright CYMA Systems Inc. 206

213 Enter a Sales Account or select one from the browser. Typically, this account number will default, if no account number is defined on the product pricing tab, during entry of Sales Orders or Invoices. More information regarding the defaulting of the sales account can be found in the help for each of the Entry dialogs. COGS Acct Enter the COGS account, or use the browser to select the GL Account, that will default on this customers invoices. Terms Code Enter a valid Terms Code or select one from the Browser. The default will be the Terms Code entered in the Maintain Configuration dialog box under the Default Customer Data group box. Finance % Enter a finance charge percentage rate to use when creating finance charges. The default percentage will be taken from the Maintain Configuration dialog box under the Default Customer Data group box. Default Classification Codes Group Box Price Code Code 1 and 2 Enter a Transaction Classification Code or select one from the Browser. These codes will default during invoice entry. Enter an Alternate Price Code or select one from the browser. This code will default during invoice entry. Price Category Enter the Customer Price Category or use the browser to select one. Only valid active categories are displayed. The field is enabled when the Sales Order module is installed and configured. The Customer Price Category will assist in determining the customer's price for products ordered in the Sales Order module. Sales Rep ID Enter a valid Sales Rep ID or use the Browser to select one. This will be used as the default Sales Rep when entering invoices for this customer. Phone Enter the phone data (up to 30 alphanumeric characters). Use the Phone text box with the Phone Type to enter an Internet address. Phone Desc Enter the phone description (up to 20 alphanumeric characters), such as the branch office name or the contact's title. Electronic Funds Transfer group box This option will only be available if the proper serial number for the AR EFT feature has been registered in System Manager - Register. Copyright CYMA Systems Inc. 207

214 Status Select a Status from the dropdown list. Select Inactive if you do not want to process deposits for this Customer as an Electronic Funds Transfer. Select Prenote if you need to include a prenotification record for this Customer in the next creation of the EFT file. Select Active if you want to process deposits for this Customer as an Electronic Funds Transfer and you have successfully processed a prenotification. Prior to using EFT for a Customer, you should obtain a written contract or agreement with the Customer. This agreement can be an invoice or other document that shows the Customer owes money to the company and is authorized to withdraw funds from the Customer. Type Select the Type of account the information is for. The possible values are Checking or Savings. This is a required field if the Status is set to Prenote or Active Routing Enter the Routing number for the account that the funds will be withdrawn from. Account Enter the Account number for the account that the funds will be withdrawn from. Auto-Create Payment on Payroll Billings Check the Auto-Create Payment on Payroll Billings to have a payment applied to invoices created from the Process Billing in the Payroll Module. This option will only be available for PSO/PEO, Fiscal Agent and Payroll Service client processing categories and defined in System Manager - Maintain Company. Copyright CYMA Systems Inc. 208

215 Maintain Customers - Ship-To Tab The Ship-To tab allows multiple ship-to locations to be retained for each Customer. A Tax Category must be assigned to each Location ID. The system will automatically create the first ship-to location from the billing address entered on the Customer tab. The ship-to information will be listed on the Data Grid in view-only mode, the only button enabled when creating or editing a Customer record will be the Add Ship-To button. If a default Ship-To and Tax Category were filled in on Maintain Configuration, a Ship-To record will automatically be created when saving a new customer. Ship-To tab Refer to the following field and column descriptions. Data Grid Columns and Fields All columns on the Data Grid will be in view-only mode. To enable the Edit Ship-To and Delete Ship- To buttons, select the line by clicking the selection box to the left of the Data Grid. Location ID The Location ID entered on the Maintain Customer Ship-To dialog displays in view-only mode. Ship-to Name The Description from the Maintain Customer Ship-To dialog displays in view-only mode. Attn Copyright CYMA Systems Inc. 209

216 The Attn contact entered on the Maintain Customer Ship-To dialog displays in view-only mode. City The City entered on the Maintain Customer Ship-To dialog displays in view-only mode. State The State entered on the Maintain Customer Ship-To dialog displays in view-only mode. The Add Ship-To button will only be enabled when entering a new Customer record or when selecting an existing Customer record and pressing the Edit button. This button allows you to create new ship-to locations. When selected the Maintain Customer Ship-To dialog box will display. The Edit Ship-To button will only be enabled when an existing Ship-To record is selected by clicking on the selection box to the left of the record displayed on the Data Grid. The Customer record MUST be in Edit mode to edit a Ship-To record. This button allows you to edit the existing ship-to record. When selected, the Maintain Customer Ship-To dialog box will display, with the selected record in Edit mode. The Delete Ship-To button will only be enabled when an existing Ship-To record is selected by clicking on the selection box to the left of the record displayed on the Data Grid. This button allows you to delete Ship-To records as long as there is no data found in the current or history files that contain this record. If data is found in history files, but not in the current data files, you will be asked if you would like to change the Status of this Ship-To record to Inactive. Copyright CYMA Systems Inc. 210

217 Maintain Customers - Product Pricing Tab The Product Pricing tab allows each customer to have special pricing for any Product ID that exists in the product file. Each special price must have a date range assigned. Multiple records can exist for a single Product ID. If multiple records exist the system will find the lowest price for all records that meet the date criteria. Product Pricing tab Refer to the following column descriptions and field requirements. Data Grid Columns and Fields Product ID Enter the Product ID or use the browser to select one. Description The product description for the ID entered will display in this column. This Description can only be viewed on the Price tab, but may be overridden during data entry. Price This column will automatically display the price from the Product record in Maintain Products. The price can then be overridden here for special pricing, if required. Note: The Discount Price will be applied to the price that appears here. Therefore, if special pricing is entered, a discount will be applied. Discount Percent The product's discount percent will be entered in this column. Copyright CYMA Systems Inc. 211

218 Begin Date Enter the date when the special pricing should start. If a date earlier than the current system date is entered, a message will appear to remind you that special pricing is NOT retroactively applied and will only affect new invoices. End Date Enter the date when the special pricing will no longer be effective for this Customer and Product ID. The End Date must be later than the Effective Date and the system date. Sales Account Enter a Sales Account or select one from the browser. Typically, this account number will default first during entry of Sales Orders or Invoices. More information regarding the defaulting of this account can be found on the Entry dialogs. Status The Status defaults to Active. The Copy Prices button will be active when you are on the Prices tab and there are products listed. See Copy Customer Prices for more information. Copyright CYMA Systems Inc. 212

219 Maintain Customers - Copy Prices Clicking on the Copy Prices button from the Maintain Customer dialog box will access the Copy Prices dialog box. From this dialog you can copy the price list from one customer to others based on selected criteria. Only active prices will be copied. A copy replaces all price records that might already exist for the Copy To customers. Copy Prices Dialog box Refer to the following field descriptions and requirements. Copy From Customer ID: This is a view only field that populates with the active customer. Copy To Customer ID Select this option to copy the product list from one customer to a single customer. This is the default option. Customer Type Select this option to copy the product list from one customer to all customers assigned to a specific customer type. Customer Price Category Select this option to copy the product list from one customer to all customers assigned to a specific customer price category. Copy Prices Dialog Control Buttons Copyright CYMA Systems Inc. 213

220 Click the OK button to copy the products and prices. Click the Cancel button to close the dialog box. Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 214

221 Maintain Customers - Credit Tab The Credit tab offers enhanced credit management features. One or more users can be defined as a Credit Manager in order to make changes on the Credit tab for each customer. This allows more control over processing customers who are over their credit limit or who do not pay in a timely manner. Only a designated Credit Manager will be able to edit the Credit tab. Access to edit the Credit tab is granted through System Manager, Maintain/Users. All other users will be granted view-only access. The Credit tab allows the Credit Manager to specify a credit limit for each customer as well as maintain detail credit notes regarding collection efforts. The system will also track year-to-date write-off amounts for each customer. Credit tab Refer to the following field descriptions and requirements. Credit Limit Enter the customer s credit limit. During Invoice entry, the system will check the customer s credit limit against their current balance due, the amount of the current Invoice, and any other Invoice not yet processed. This prevents users from splitting Invoices in an effort to get around a customer's credit limit. YTD Write-Off The year-to-date write-off amount for a customer will display in this view-only mode field. This field will only be updated if the customer had any amounts written off through the Process/Period End Processes/Create Write-Off Entries. Coll Hst This view only field displays a range of 10 numbers. The first number starting on the left represents the most current Invoice that was paid in full. The number value represents the number of days that the Copyright CYMA Systems Inc. 215

222 customer took to pay that Invoice in full. Going from the Invoice print-date to the date the Invoice was paid in full. Credit Hold Select this check box to place the customer on credit hold. If a customer is credit hold, an Invoice being entered will be automatically placed on credit hold. Invoices on credit hold can be saved, but not processed. Once the credit hold status on the Credit tab for the customer has been changed by the Credit Manager, the user may then edit the Invoice, change the Hold check box, and continue with processing the Invoice record. Overdue Invoices Check this box so that invoices/credits will be put on hold based on the Credit Hold Treatment settings in Maintain Configuration. This option will automatically be checked if there were past due Invoices existing for a customer s account and the "Set Overdue Invoice Hold" flag was check during the Process/Period End Processes/Create Finance Charges process. High Bal This read only text box displays the dollar amount of the customers highest balance. Last Modified The date the credit note was last modified will display in this field. High Bal Date This read only text box displays the Date of the customer's high balance. Comments Section (not titled) This area contains notes you want to keep on the record. The field size is almost unlimited, but keep in mind that a shorter note is more likely to be read. Auto Pop-Up Notes When selected, this section allows you to include comments regarding the credit status or conversation notes on collection discussions for each customer. Fill in the appropriate notes in the text box provided, and click on the check box next to Auto Pop-Up Notes. These comments will automatically "pop-up" when entering documentation for the customer. Copyright CYMA Systems Inc. 216

223 Maintain Customers - Contacts Tab The Contacts tab allows multiple contacts to be retained for each customer. Contacts are selected on the Ordered by text box in the Enter Invoices operation. The contact information will be listed on the Data Grid in view-only mode. The only button enabled on this dialog when creating or editing a customer record will be the Add Contact button. The Edit Contact and Delete Contact buttons will be enabled when a record is highlighted by clicking the selection box. Contacts tab Refer to the following field descriptions. Data Grid Columns and Fields All columns on the Data Grid are displayed in the view-only mode. To enable the Edit Contact and Delete Contact buttons select the line by clicking the selection box to the left of the Data Grid. Contact ID The Contact ID entered on the Maintain Customer Contact dialog displays in view-only mode. Name The Contact Name entered on the Maintain Customer Contact dialog displays in view-only mode. Title The Contact Title entered on the Maintain Customer Contact dialog displays in view-only mode. Phone The first phone number entered on the Maintain Customer Contact dialog displays in view-only mode. Copyright CYMA Systems Inc. 217

224 The Add Contact button will only be enabled when entering a new customer record or when selecting an existing customer record and then pressing the Edit button. This button allows you to create new Contact records. When selected, the Maintain Customer Contacts dialog box will display. The Edit Contact button will only be enabled when an existing Contact record is selected by clicking the selection box to the left of the record displayed in the Data Grid. The Customer record MUST be in the Edit mode to select a Contact record. This button allows you to edit the existing Contact record. When selected, the Maintain Customer Contacts dialog box will display. The Delete Contact button will only be enabled when an existing Contact record is selected. This button allows you to delete Contact records as long as no data exists for this record in the current or history files. If data is found in the history files, but not in the current data files, you will be asked if you would like to change the Status of this Contact record to Inactive. Copyright CYMA Systems Inc. 218

225 Maintain Customer - Contacts The Maintain Customer - Contact dialog box will display when the Add Contact button or the Edit Contact button is clicked. The Maintain Customer Contact dialog box allows you to create or edit customer contacts as well as maintain notes. The Maintain Customer Contact dialog box will display the current Customer's ID and Name for reference. These records may be selected when entering invoices for this customer in the Ordered by text box. Maintain Customer - Contacts dialog box Refer to the following field descriptions and requirements. Customer ID The Customer ID and Name from the Maintain Customers dialog display in view-only mode. Contact ID Enter a Contact ID that represents the contact (up to 6 alphanumeric characters). Name Enter the contact name (up to 20 alphanumeric characters). Title Enter the title of the contact (up to 20 alphanumeric characters). Status The Status will default to Active. Default Contact: If the Default Contact box is checked the name and phone number will default when entering Sales Orders and Invoices. Copyright CYMA Systems Inc. 219

226 Phone Numbers Data Grid Up to four phone numbers per contact may be retained. Refer to the following column descriptions and field requirements. Phone Type The drop-down list contains the following options: U.S. Standard, International, , and Fax. This determines the formatting, if any, on the screen. The U.S. Standard is the default Phone Type. The International and types provide no formatting, and therefore will require appropriate punctuation when entered on the Data Grid (up to 30 alphanumeric characters). Phone Enter the phone number data (up to 30 alphanumeric characters). When setting up a new contact the phone number will default from the Customer tab. Use the Phone text box with the Phone Type to enter your Internet address! Phone Desc Enter the phone description (up to 20 alphanumeric characters), such as the branch office name or the contact's title. Maintain Customer - Contacts Command Buttons The OK button accepts and saves all information entered and returns you to the Contacts tab. The Cancel button aborts current information entered and returns you to the Contacts tab. Pressing the Esc key has the same function. Copyright CYMA Systems Inc. 220

227 Maintain Customers - Tax Exempt Tab The Tax Exempt tab allows you to specify when the customer is exempt from taxes. Customers may be exempt from Sales Taxes, Excise Taxes or Miscellaneous Taxes. Each check box is blank by default, designating a taxable status. When an option is selected, the text box next to the check box is enabled and becomes required. This prevents any tax of the selected type from being calculated for this customer on any invoice entries. To mark the customer exempt, select a check box in the appropriate category. The text box next to each check box will retain the customer s tax identification number for the specified type of tax. The Tax ID numbers are required when a tax type is selected and they will print on tax reports. Tax Exempt tab Refer to the following field descriptions and requirements. All Select the All check box if the customer is exempt from all Sales Taxes. When this option is selected, all check boxes are checked and the adjacent fields enabled, allowing you to enter the customer's Tax exemption numbers. Sales Tax Group Box State Select the State check box if the customer is exempt from State Sales Taxes. When this option is selected, the adjacent field is enabled, allowing you to enter the customer's State Sales Tax exemption number. Copyright CYMA Systems Inc. 221

228 County Select the County check box if the customer is exempt from County Sales Taxes. When this option is selected, the adjacent field is enabled, allowing you to enter the customer's County Sales Tax exemption number. Municipal Select the Municipal check box if the customer is exempt from Local or Municipal Sales Taxes. When this option is selected, the adjacent field is enabled, allowing you to enter the customer's Municipal Sales Tax exemption number. Excise Tax Group Box Federal Select the Federal check box if the customer is exempt from Federal Excise Taxes. When this option is selected, the adjacent field is enabled, allowing you to enter the customer's Federal Excise Tax exemption number. State Select the State check box if the customer is exempt from State Excise Taxes. When this option is selected, the adjacent field is enabled, allowing you to enter the customer's State Excise Tax exemption number. Miscellaneous Tax Group Box Federal Select the Federal check box if this customer is exempt from Federal Miscellaneous Taxes. When this option is selected, the adjacent field is enabled, allowing you to enter the customer's Federal Miscellaneous Tax exemption number. State Select the State check box if the customer is exempt from State Miscellaneous Taxes. When this is option selected, the adjacent field is enabled, allowing you to enter the customer's State Miscellaneous Tax exemption number. Municipal Select the Municipal check box if the customer is exempt from Local or Municipal Miscellaneous Taxes. When this option is selected, the adjacent field is enabled, allowing you to enter the Customer's Local or Miscellaneous Tax exemption number. Copyright CYMA Systems Inc. 222

229 Maintain Customers - Invoice Activity Tab The Invoice Activity tab allows you to view all invoice activity at a glance. Invoice Activity tab Refer to the following field descriptions and requirements. Sort Order group box Date Select the Date option to sort the grid by date. Invoice No Select the Invoice No option to sort the grid by invoice number. Ship To Select the Ship To option to sort the grid by ship to address. Include group box Invoices Select the Invoices check box to include user entered invoices in the grid. Deposits with Order Select the Deposits with Order check box to include any deposits with order invoices in the grid. Unposted Only Copyright CYMA Systems Inc. 223

230 Select the Unposted Only check box to include only unposted invoices in the grid. Credits Select the Credits check box to include credit invoices in the grid. Finance Chgs Select the Finance Chgs check box to include and system generated finance charge invoices in the grid. Voids Select the Voids check box to include and voided invoices in the grid. Open Items Only Select the Open Items Only check box to include invoices that have not been fully paid in the grid. Unapplied Payments Select the Unapplied Payments check box to include system generated unapplied payment invoices in the grid. Transaction File group box Current Choose the Current options to include transactions from the current data files. History Choose the History options to include transactions from the historical data files. Data Grid Columns and Fields The data grid has User Column functionality. For more information go to the Data grid - User Column topic in the System Manager Help. Invoice Date The Invoice Date displays in the view-only Invoice Date column. Invoice No The Invoice Number for the Invoices and Credit Memos display in the view-only Invoice No column. Type The type of Invoice or Credit Memo displays in the view-only Type column. Status The Status column will display either Entered, Manual, Printed or Voided based on the current status of the invoice. Due Date The Due Date displays in the view-only Due Date column. Invoice Total The total Invoice amount displays in the view-only Invoice Total column. This column also displays a total at the bottom of the grid. Balance Copyright CYMA Systems Inc. 224

231 The unpaid Invoice balance displays in the view-only Invoice Balance column. This column also displays a total at the bottom of the grid. Ship To The Ship To ID assigned to the invoice displays in the view-only Ship To column. Tax Category The Tax Category assigned to the invoice displays in the view-only Tax Category column. Terms Code The Terms Code displays in the view-only Terms Code column. Sales Rep The Sales Rep assigned to the invoice displays in the view-only Sales Rep column. Job The job number displays in the view-only Job column. Sales Order No The Sales Order number displays in the view-only Sales Order No column. Ordered By The value entered into the Ordered By field on the invoice displays in the view-only Ordered By column. Customer's PO The value entered into the PO field on the invoice displays in the view-only Customers's PO column. Copyright CYMA Systems Inc. 225

232 Maintain Customers - Order Activity tab The Order Activity tab allows you to view all Sales Order activity at a glance. Order Activity tab Refer to the following field descriptions and requirements. Sort Order Include Date Select the Date option to sort the grid by date. Invoice No Select the Order No option to sort the grid by order number. Ship To Select the Ship To option to sort the grid by ship to address. Invoices Select the Order check box to include user entered orders in the grid. Open Items Only Select the Open Items Only check box to include sales orders that have not been closed in the grid. Copyright CYMA Systems Inc. 226

233 Credits Select the Credits check box to include credit sales orders in the grid. Quotes Select the Quotes check box to include quotes in the grid. Transaction File Current Choose the Current options to include transactions from the current data files. History Choose the History options to include transactions from the historical data files. Copyright CYMA Systems Inc. 227

234 Maintain Customer Types Select Customer Types... from the Accounts Receivable Maintain menu to access the Maintain Customer Types dialog box. Each customer record created must be assigned a Customer Type. The type can be used to classify customers, such as by region or territory, as a distributor or reseller, etc. Sorting is available for reports or when selecting which Invoices to print. Maintain Customer Types Refer to the field descriptions and requirements. Data Grid Columns and Fields Customer Type Enter an ID to represent the Customer Type (up to 6 alphanumeric characters). Description Enter the customer type description (up to 30 alphanumeric characters). Method Select the Method, either Open Item or Balance Forward, for this customer type. This value will default when setting up new customers. Print Statements Select either Yes or No from the Print Statements drop down. This value will default when setting up new customers. Partial Shipments Select either Yes or No from the Partial Shipments drop down. This value will default when setting up new customers. Terms Code Enter or select from the browser the Terms Code for this customer type. This value will default when setting up new customers. AR Account Copyright CYMA Systems Inc. 228

235 Enter or select from the browser the AR Account for this customer type. This value will default when setting up new customers. Sales Account Enter or select from the browser the Sales Account for this customer type. This value will default when setting up new customers. COGS Account Enter or select from the browser the COGS Account for this customer type. This value will default when setting up new customers. Fin Chg % Enter a value greater than zero in the Fin Chg % column. This is the Finance Charge % default value will default when setting up new customers. Credit Limit Enter a value greater than zero in the Credit Limit column. This value will default when setting up new customers. Sales Rep Enter or select from the browser the Sales Rep for this customer type. This value will default when setting up new customers. Tax Category Enter or select from the browser the Tax Category for this customer type. This value will default when setting up new customers. Price Category Enter or select from the browser the Price Category for this customer type. This value will default when setting up new customers. Price Code Enter or select from the browser the Price Code for this customer type. This value will default when setting up new customers. Trans Code 1 and 2 Enter or select from the browser the Trans Code for this customer type. This value will default when setting up new customers. Maintain Customer Types Command Buttons Click the Update Customers button to copy the select row values to all vendors that have that current Vendor Type. Click the OK button to save the data. Copyright CYMA Systems Inc. 229

236 Click the Cancel button to close the dialog box. You are prompted to save any changes (if applicable). Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 230

237 Maintain Funds (Not For Profit Only) The "Maintain Funds" menu item is found on the "Maintain" menu in the General Ledger, Accounts Payable, Accounts Receivable, and Payroll Modules. Note that it is necessary to configure fund maintenance in only one place throughout the system - the menu item is found in all modules only to accommodate all possible combinations of installed modules. Maintain Funds dialog box When configuring fund balancing select the "options" tab. Select one of the three fund options, as follows: 1. Select "Use Funds Everywhere" if you will be balancing transactions originating in all modules. 2. Select "Use Funds in General Ledger Only" if you will only balance General Ledger journal entries between funds. 3. Select "Don't Use Funds" if you will use some other method to generate "due to/due from" transactions, or if you don't require these at all. The "Default Due-from and Due-to" Accounts are used if a particular fund is not assigned a specific due to or due from account. If for example, you have 20 funds, but only care to track due-to and due-from transactions for three of the funds, you can use the default due-to and due-from accounts for the remaining 17 funds. The "Funds" tab in the Maintain Funds dialog box allows you to configure fund balancing activities for unique sets of accounts. Copyright CYMA Systems Inc. 231

238 In the data grid you must assign a default number to your Fund under the "Fund" column. Under the "Description" column give your Fund it's description. In the "Due-from Other Funds" column assign an account number for your Fund (this account number is set up in your General Ledger module under Maintain Chart of Accounts. In the "Due-to Other Funds" column assign an account number for you Fund (this account number is set up in your General Ledger module under Maintain Chart of Accounts. In the example below, the user has configured Funds "100" and "200" to be self balancing. This means that any time transactions are added to the General Ledger (either by posting from a subsidiary module or by entering Journal Entries), the system will scan all entries and determine if Fund 100 and Fund 200 are in balance (the total of debits and credits for each fund are equal). If the transactions would result in the fund being out of balance, the system will automatically generate offset transactions to the appropriate "Due To" or "Due From" accounts. The screen shot below is displayed when you "Add" or "Edit" funds. Note that each fund must correspond to a specific segment value in the General Ledger Chart of Accounts. As illustrated below, transactions added to the General Ledger which result in Fund 200 being "out of balance" will automatically generate offset transactions to account 2100 or 1200, as appropriate. Copyright CYMA Systems Inc. 232

239 Once funds are configured, fund balancing occurs when transactions are added to the General Ledger. If you selected "Use Funds in General Ledger Only", then fund balancing occurs only when Journal Entries are created in the General Ledger module. If you selected "Use Funds Everywhere", then balancing transactions are generated when entries are posted from AR, AP, or PR to the General Ledger. Copyright CYMA Systems Inc. 233

240 Maintain Products When Products... is selected from the Maintain menu the Maintain Products dialog box is displayed. Accounts Receivable, Sales Orders, Accounts Payable, Purchase Order, Job Costing and Inventory Control share the same Product file, allowing access to this dialog box from any module. In this operation you set up specific products and/or services that can be sold to customers. This operation also allows you to set up products that are purchased to replenish stock, consumed or ordered for a job (if using CYMA IV Job Cost module). Each product can be marked as a taxable product or taxable by a specified tax category. Products may have a unique commission structure, independent of the structure set up in the Sales Reps records in Accounts Receivable. "Text" is a system defined Product ID. When selected on an invoice line item, all fields except for the description field are disabled. This allows multiple text lines to be added to the invoice line items. Product ID To create a new product enter an ID that represents the product or service (up to 30 alphanumeric characters). To edit an existing product, enter the ID, or select an ID using the browser. Once a record is displayed, click the Edit button to make any desired changes. The Product ID cannot be changed. Desc Enter the description of the product or service (up to 30 alphanumeric characters). This description will be the default on invoice line items, and it may be overridden. Maintain Products consist of the following tabs: Sales Purchasing Warehouse Alt Prices Warranty Attach Notes Custom Maintain Products Command Buttons The Copy button allows you to copy this product information to a new product. The Edit button allows you to make changes to the displayed Product. Click the Edit button after a valid Product has been entered. Copyright CYMA Systems Inc. 234

241 The Save button validates and saves the data entered. The Save button is enabled when data on the dialog box is changed. The New button prompts you to save any changes to the displayed product (if applicable) and then clears the dialog box. This allows you to create a new product or select another product for viewing or editing. The Delete button permanently removes the displayed product from the data file. This button is enabled after the Edit button has been clicked. The Close button prompts you to save any changes (if applicable) and then closes the dialog box. Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 235

242 Maintain Products - Sales Tab The Maintain Products Sales Tab (formerly the Product Tab) has been designed for use with the Accounts Receivable and Sales Order systems. This operation allows you to set up products or services that your company provides to your customers. Maintain Products Sales Tab Refer to the following field descriptions and requirements. Copyright CYMA Systems Inc. 236

243 "Text" is a system defined Product ID. When selected on an invoice line item, all fields except for the description field are disabled. This allows multiple text lines to be added to the invoice line items. Product ID To create a new product enter an ID that represents the product or service (up to 30 alphanumeric characters). To edit an existing product, enter the ID, or select an ID using the browser. Once a record is displayed, click the Edit button to make any desired changes. The Product ID cannot be changed. Desc Enter the description of the product or service (up to 30 alphanumeric characters). This description will be the default on invoice line items, and it may be overridden. Price Enter the standard price to be charged for this product or service (up to 10 numeric characters before the decimal, up to 4 numeric characters after the decimal). This field will automatically default to $0.00 if Accounts Receivable is not installed. Additionally, the price override check box will default on. If the value changes a message will display when saving the record to allow you to copy the new value to all warehouses associated with this product. Status The Status defaults to Active for new Products. Sales Acct Enter a valid General Ledger account to be used in Accounts Receivable when posting sales of this product to the General Ledger. The browser is available to select or create an account. This should be a sales or revenue account. The GL Sales Account will default from Inventory Control Maintain Configuration, if installed. Price Category Enter a valid Product Price Category or use the browser to select one. This field is used to categorize product pricing and can be used in determining the customer's price for this product when entering a sales order. This is an optional field. Allow user to override price in Invoice Entry Select this check box if you want to allow the price of this product to be overridden during invoice entry. Allow price override to be zero This check box will only be enabled if the Allow user to override price in Invoice Entry check box is selected. Select this check box only if you want to allow the price of this product to be overridden with Copyright CYMA Systems Inc. 237

244 a zero amount during invoice entry. Selecting this check box also allows you to save a product with a zero dollar price. Tax Options Group box Taxable Select this check box if you want the system to calculate applicable taxes for this product, and the Customer's Ship-To Tax Category ID, during invoice entry. This check box will be selected by default on all new Product records. Tax in Price This check box will only be enabled if the Taxable check box is selected. Select this check box to tell the system that all taxes are included in the Price typed above. During data entry, the system will separate the tax amount and show the product's price, net of taxes on the line item. The taxes that are excluded from the net price will be shown in the Tax Line Amount column on the Invoice Line item Data Grid. Taxable by Category This check box will only be enabled if the Taxable check box has been selected. Select this check box to tell the system that this Product is subject to taxes in a specific Tax Category, such as an excise tax on a specific type of product. When this is selected the following field and the Browser will be enabled. Enter the Tax Category ID or use the Browser to select or create one. All individual Tax IDs contained in the Tax Category will be used in conjunction with the Tax IDs contained in the Customer's Ship-To Tax Category ID when calculating taxes on line items that contain this Product ID. Commission Options Group box Default: Use Sales Rep's commission structure This radio button will be selected as the default for all new Product records. When selected, this radio button will have commissions calculated for all sales of this product based on the sales rep's commission structure. Amount per unit: Select this radio button to have commissions calculated for all sales of this product based on a flat amount per unit. When this radio button is selected, the Amount per unit text box will be enabled. Type the dollar amount with decimals. Percent: Select this radio button to have commissions calculated for all sales of this product based on a percentage of the sales of this product. When this radio button is selected, the Percent text box will be enabled. Enter the percentage with a decimal (such as, enter ten and a half percent as 10.5). The actual calculation of commissions will take place during Process/Period End/Calculate Commissions for the current period sales. Copyright CYMA Systems Inc. 238

245 Maintain Products - Purchasing Tab The Maintain Products Purchasing Tab has been designed for use with the Purchase Order, Accounts Payable, Inventory Control and Job Costing modules. This operation allows you to set up products that are purchased to replenish stock, consumed or ordered for a job (if using CYMA IV Job Cost module). Maintain Products Purchasing Tab "Text" is a system defined Product ID. When selected on an invoice line item, all fields except for the description field are disabled. This allows multiple text lines to be added to the invoice line items. Copyright CYMA Systems Inc. 239

246 Product ID To create a new product enter an ID that represents the product or service (up to 30 alphanumeric characters). To edit an existing product, enter the ID, or select an ID using the browser. Once a record is displayed, click the Edit button to make any desired changes. The Product ID cannot be changed. Desc Enter the description of the product or service (up to 30 alphanumeric characters). This description will be the default on Purchase Order line items and Accounts Payable Invoice line items, and it may be overridden. Product Type Use the drop down list to select a valid product type. The four pre-defined product types are Inventory, Non Inventory, Services and Miscellaneous. Job Cost Type Use the drop down list to select a valid job cost type. The pre-defined job cost types are Direct Material, Direct Labor, Sub Contractor, Other Direct Costs, Overhead, Other Costs, Retainage and Revenue. Inventory items cannot have a Job Cost Type of Revenue. The Job Cost Type field is disabled if Job Costing is not installed and required if Job Costing is installed. BOM Group Type If you are using Bills of Materials (BOM) this field can be used to link products to a pre-defined BOM Overhead Type for the purpose of applying overhead charges to the posted build. Product Line Use the browser to select a valid, user defined product line. Cost Code Enter a cost code or use the browser to select one. Only active cost codes are permitted and displayed in the browser. The cost code field is only required if a Job Cost Type of Overhead, Retainage or Revenue is selected. This field is enabled when "Use Cost Codes" is selected in Job Costing Maintain Configuration. Prime Vendor/Manufacture group box Vendor ID This optional field is used to define who the primary vendor is when purchasing this product. The vendor chosen must be an active vendor. Product ID This field can be used to enter the Product ID that the Prime Vendor uses when referring to this product. This field is up to 30 characters. This product id can be printed on the Purchase Order form if this option is selected on PO Maintain Configuration. When a product is saved with both Copyright CYMA Systems Inc. 240

247 the Prime Vendor ID and the Prime Vendor Product ID, the program will automatically create the vendor cross-reference (AP Maintain Vendor) for this product for you. Manufacturer ID The Manufacturer ID field can be used to enter the manufacturer's product ID. The Manufacturer ID is an optional field and can contain up 30 characters. UPC Code Enter an optional Universal Product Code (UPC) Code for the product. Units of Measure & Cost group box Purchasing U/M The Purchasing U/M field is a required field that identifies how this product is purchased (Each, Box, Case, etc.) in the Purchase Order module. The value will default from the Default Unit of Measure field on Inventory Control Maintain Configuration. If Inventory Control is not configured EACH will default. Use the browser to select another unit of measure as defined in Maintain Units of Measure. Purchasing Unit Cost Enter the purchasing price per unit for this product. This amount must be a positive amount. SKU/Selling U/M The SKU/Selling U/M will calculate based on the Purchasing Unit Cost and the No. of SKU in 1 PO U/M field. This field will be updated when either the Purchasing Unit Cost or No. of SKU in 1 PO U/M field is changed. If this field is changed, the Purchasing Unit Cost and the No. of SKU in 1 PO U/M will not be updated. Selling Unit Cost Enter the selling price per unit for this product. This amount must be a positive amount. No. of SKU in 1 PO U/M Enter the conversion factor that will be used when receiving this product in Inventory Control. This field is used to establish the relationship between one SKU/Selling U/M to one Purchasing U/M. This field is also referred to as the conversion factor. If the conversion factor is then there is no conversion performed when this product is received into inventory. You can change this field provided there are no open POs or Sales Orders and the QTY on Hand is ZERO. Example: If you purchase computer paper by the BOX, but stock/sell it by the REAM, and there are 10 reams per box, you would enter as the conversion factor. When the user places a purchase order for computer paper, they will enter the number of boxes they want. Then when the computer paper is received the user will enter the number of boxes received and the program will convert the boxes into reams by multiplying by the conversion factor of 10. Std./Replace Cost Enter the Standard and Replacement Cost for this product in the Std./Replace Cost field. This amount must be a positive amount. This value will default into the standard cost field for each warehouse associated with the product and may be changed on the warehouse. If the value changes a message will display when saving the record to allow you to copy the new value to all warehouses associated with this product. Copyright CYMA Systems Inc. 241

248 Update Purchasing Unit Cost on AP Post Check this check box to automatically update the purchasing unit cost of the product during the AP invoice posting routine. The default setting is unchecked. If the update unit cost on post check box is checked, the product unit cost will be updated each time the product is posted in AP Post Invoices. AP Invoices that reference Return type Purchase Orders will never update the Purchasing Unit Cost even if this box is checked. Update SKU Unit Cost on IC Receipt Check this check box to automatically update the SKU unit cost of the product during the IC Receipt posting routine. The default setting is unchecked. Serial Number/Lot Tracking group box None Select the None option if this product does not use Serial Number or Lot Tracking. Serial Only Select the Serial Only option to indicate the product is a serialized product. The field is enabled for "Inventory" product types when the Inventory module is installed and configured. Whenever a serialized Inventory item is issued either through Sales Order Enter Ship Orders, or Enter Inventory Issues a dialog is available for entering or generating the serial number(s) for the product(s). Lot Only Select the Lot Only option to indicate the product is tracked by lot, but not serialized. The field is enabled for "Inventory" product types when the Inventory module is installed and configured. Whenever a Lot Inventory item is issued either through Sales Order Enter Ship Orders, or Enter Inventory Issues a dialog is available for entering or generating the lot number(s) for the product(s). Track By Expiration Date The Track By Expiration Date option is to further specify whether this product is tracked by an expiration date. If so, then whenever this product is involved in a transaction, the program will require an expiration date be entered. Days to Warn Prior to Expiration The Days to Warn Prior to Expiration is used to specify how many days prior to the expiration date the issuing programs should warn the user that this lot is closed or has already expired. Bin Location Use this text box field to store the warehouse location of the product. This bin location will print on the Pick Ticket in the Order Processing module. SKU Weight Use this field to include a product weight, if applicable. The weight will be used in the Order Processing module to help determine Freight charges. Accounts group box Create AR COGS Entry Copyright CYMA Systems Inc. 242

249 Check this check box to automatically create an AR COGS entry. The default setting is unchecked. This check box also determines which account defaults in Accounts Payable Enter Invoice or Purchase Order Enter Purchase Orders. If the box is checked the Inventory account is defaulted. If the flag is unchecked the COGS/expense account is defaulted. If Inventory is installed and the product is an Inventory Type, this flag is ignored. This field is enabled when "Auto Create COGS" is selected under Accounts Receivable Maintain Configuration. When the configuration setting for "Auto Create COGS" is selected, the default setting to "Create AR COGS Entry" is also selected. Deselecting this check box on the product level will override the configuration setting and prevent the entry from being created. Selecting this check box will cause the AR Post to GL process to create a second journal entry to record the "Cost Of Goods Sold" for products being sold in AR Enter Invoices. With this feature turned on, the AR Post process will write the normal journal entry of a debit to A/R and a credit to the Sales GL account. The additional journal entry will be a debit to COGS and a credit to the Inventory GL account. Auto Create COGS only applies to AR invoices that did not originate from the Job Cost module and therefore are not associated with a job. The Job Cost module has a separate process to move job expenses from a Work in Process (WIP) GL account to a COGS GL account. When "Auto Create COGS" is checked at the configuration level, then all NEW products will default the "Create AR Cogs Entry" flag on and use the default GL accounts on AR Configuration for Inventory and COGS. Specific rules are followed to determine if / when this entry will be created depending upon which modules are installed and configured. Inventory GL Acct The Inventory GL account defaults from Accounts Receivable Maintain Configuration. You may override this default by entering a different GL account number or using your browser to select one. This account will be the credit account in the Accounts Receivable COGS journal entry. If Inventory Control is installed it will default from Inventory Control Maintain Configuration and can be overridden. COGS/Expense Acct The COGS/Expense account defaults from Accounts Receivable Maintain Configuration. You may override this default by entering a different account number or using your browser to select one. This account will be the debit account in the Accounts Receivable COGS journal entry and the debit for a non-job related Accounts Payable invoice. If Inventory Control is installed it will default from Inventory Control Maintain Configuration and can be overridden. The Inventory and COGS/Expense GL accounts are required when the "Create AR COGS Entry" check box is selected. Maintain Products Command Buttons The Edit button allows you to make changes to the displayed Product. Click the Edit button after a valid Product has been entered. Copyright CYMA Systems Inc. 243

250 The Save button validates and saves the data entered. The Save button is enabled when data on the dialog box is changed. The New button prompts you to save any changes to the displayed product (if applicable) and then clears the dialog box. This allows you to create a new product or select another product for viewing or editing. The Delete button permanently removes the displayed product from the data file. This button is enabled after the Edit button has been clicked. The Close button prompts you to save any changes (if applicable) and then closes the dialog box. Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 244

251 Maintain Products - Alternate Prices Tab The Maintain Products Alternate Prices tab can be used with both the Sales Order and Accounts Receivable modules to define specific prices for a given product. If your company decided to use the Alternate Price feature, then the Alternate Price Codes along with their descriptions and percentages are first defined at the company-level in the AR Maintain Alternate Price Code table. If one of these pre-defined codes are then added at the product level, it is with the intent of either defining a fixed price for this specific product, or to override the company-level percentage for this specific product. Alternate Prices dialog Copyright CYMA Systems Inc. 245

252 Refer to the following descriptions and requirements. Price This is a view only field and defaults from the sales price on the Sales Tab. Unit Cost This is a view only field and defaults from the Unit Cost field on the Purchasing Tab. Std. Cost This is a view only field and defaults from the Standard Cost field on the Purchasing Tab. Copyright CYMA Systems Inc. 246

253 Data grid columns and fields For each price code the user can only enter a value in one of the following columns: Fixed Price, List Price %, Last Cost %, Std Cost %, Low Cost% or High Cost %. The value in the Fixed Price column must be a positive value. The value in any percentage column can be either positive or negative, but cannot be zero. A positive value will add the calculated amount to the price, while a negative value will subtract the calculated amount. Price Code Enter a valid Price Code or select one from the browser. Price codes are set up through the Maintain Alternate Price Codes dialog in Accounts Receivable or Sales Order. If a Price Code has a warehouse record the information will populate the following columns. The values may be changed at this level for more defined prices. Description The Description will default from the alternate price code table, but may be changed. Fixed Price Enter the amount to charge customers when this code is entered. List Price % Enter the percent to calculate based on the Price for the product. The value will default based on the Price Code selected, but may be changed. This column is only available if using LIFO or FIFO cost method as defined in Inventory Control Maintain Configuration. Unit Cost % Enter the percent to calculate based on the Unit Cost for the product. The value will default based on the Price Code selected, but may be changed. Std Cost % Enter the percent to calculate based on the Standard Cost for the product. The value will default based on the Price Code selected, but may be changed. Status Select a status of Active or Inactive. Inactive alternate prices can't be used in new Sales Orders or Accounts Receivable Invoices. Alternate Prices Command Buttons The Copy Prices button allow you to copy the current list to another product, price category, or product line. Copyright CYMA Systems Inc. 247

254 Maintain Products - Warranty Tab This tab is optionally used to identify those products that are covered by a warranty and for which you wish to track. The user can identify the length of the warranty period, which starts when the product is shipped in the Sales order module and whether a warranty journal entry should be created. Maintain Products Warranty Tab Refer to the following field descriptions and requirements. Copyright CYMA Systems Inc. 248

255 Use Product Warranty Check the box to turn on Product Warranty tracking. If not checked, this product is not covered by a warranty, and all fields on the screen are disabled. If checked, this product is covered by a warranty and the following fields are enabled. Warranty Days The number of days this product is under warranty starting with the date this product is shipped. This field accepts a zero or any whole number up to 10 digits. Warranty Amount Enter a dollar amount $0 or greater. If a dollar amount is entered and the "Do Not Create Warranty Journal Entries" flag is unchecked then a warranty cost Journal Entry will be written for this amount times the quantity that is being shipped. If a $0 is entered or if the "Do Not Create Warranty Journal Entries" flag is checked, then no Journal Entry is written. Warranty Percent Enter a warranty percentage if a warranty dollar amount was not entered. The percentage accepts a percent size up to nnn.nn. The percent entered here will be applied to the extended cost (quantity x unit cost) when this product is shipped to arrive at the warranty cost. Example: Warranty percent is and a quantity of 5 at $30.00 each are being shipped. The warranty cost JE calculation would be: (5 x $30) x.12% = $ Create Warranty Journal Entries group box Yes Select the Yes option if you want Journal Entries to be created. The journal entry is created when a product is shipped. No Select the No option if you do not want Journal Entries to be created. Accounts Group Box Warranty Expense A required field if the "Create Warranty Journal Entries" option is set to Yes, otherwise this is an optional field. This account will default from IC Config if it has been established there. This account is enabled for override. This is the debit account to be used when a warranty product is shipped Accrued Warranty A required if the "Create Warranty Journal Entries" option is set to Yes, otherwise this is an optional field. This account will default from IC Config if it has been established there. This field is enabled for override. This is the credit account to be used when a warranty product is shipped. Copyright CYMA Systems Inc. 249

256 Maintain Products - Warehouse Tab The Maintain Products Warehouse tab has been designed for use with the Sales Order, Purchase Order and Inventory Control module. However, the Warehouse tab is only enabled when Inventory Control is installed. This operation allows you to define warehouse locations for your products. The Warehouse tab allows multiple warehouse locations to be retained for each product. When using Inventory one Warehouse ID must be assigned to each product. The warehouse information will be listed on the data grid in view-only mode, the only button enabled when creating or editing a warehouse record will be the Add Warehouse button. Warehouse tab Copyright CYMA Systems Inc. 250

257 Refer to the following field and column descriptions. Sort Options group box Warehouse ID Select the Warehouse ID option to sort the grid by the Warehouse ID column. Description Select the Description option to sort the grid by the Description column. Data Grid Columns and Fields All columns on the data grid will be in view-only mode. To enable the Edit Warehouse and Delete Warehouse buttons, select the line by clicking the selection box to the left of the data grid. The datagrid has User Column functionality. For more information go to the Data grid - User Column topic in the System Manager Help. Warehouse ID The Warehouse ID entered on the Maintain Warehouse dialog displays in view-only mode. Description The Description from the Maintain Warehouse dialog displays in view-only mode. Qty On P O The Qty On P O column displays the quantity of "I" type products (inventory) on Purchase Orders. This quantity is increased by the open quantity on a PO line item when a PO is printed; decreased by the received quantity on a PO receipt only; a PO line item with a job number does not update this field. Qty On Hand The Qty On Hand column displays the quantity of "I" type products (inventory) on hand. This quantity is increased when a beginning quantity on hand of this product for this warehouse is entered; a PO or IC receipt is posted; a transfer is posted and this is the Transfer To warehouse. This quantity is decreased when a sales order is shipped; an adjustment is posted; a transfer is posted and this is the Transfer From warehouse. Qty On Sales Order The Qty On Sales Order column displays the quantity of "I" type products (inventory) committed on Sales Orders. This quantity is increased when a sales order is saved; decreased when a sales order issue is posted; decreased when a sales order is cancelled. Qty Available The Qty Available column displays the quantity of "I" type products (inventory) available. This system calculated field is the difference between the quantity on hand and the quantity committed for this product at this warehouse. This quantity is referenced when a sales order is entered. Prime Location The Prime Location column displays the value entered on Maintain Product Warehouses - Warehouse tab. Second Location The Second Location column displays the value entered on Maintain Product Warehouses - Warehouse tab. Physical Count Code Copyright CYMA Systems Inc. 251

258 The Physical Count Code column displays the value entered on Maintain Product Warehouses - Warehouse tab. Prevent Purchase Date The Prevent Purchase Date column displays the value entered on Maintain Product Warehouses - Warehouse tab. Prevent Issue Date The Prevent Issue Date column displays the value entered on Maintain Product Warehouses - Warehouse tab. Prevent Build Date The Prevent Build Date column displays the value entered on Maintain Product Warehouses - Warehouse tab. Alternate Product The Alternate Product column displays the value entered on Maintain Product Warehouses - Warehouse tab. Inventory Account The Inventory Account column displays the value entered on Maintain Product Warehouses - Warehouse tab. COGS Account The COGS Account column displays the value entered on Maintain Product Warehouses - Warehouse tab. Sales Account The Sales Account column displays the value entered on Maintain Product Warehouses - Warehouse tab. Accrued AP The Accrued AP column displays the value entered on Maintain Product Warehouses - Warehouse tab. Minimum Stock The Minimum Stock column displays the value entered in Min Stock Level on Maintain Product Warehouses - Warehouse tab. Maximum Stock The Maximum Stock column displays the value entered in Max Stock Level on Maintain Product Warehouses - Warehouse tab. Re-Order Stock The Re-Order Stock column displays the value entered in ReOrder Qty on Maintain Product Warehouses - Warehouse tab. Average Cost The Average Cost column displays the system calculated average cost for "I" type products (inventory). This field is calculated/recalculated only if using the Average cost method. This calculation is not performed if using LIFO or FIFO cost methods. The Inventory Control transactions that affect the average cost can be entered with a unit cost of four places to the right of the decimal but when the average cost is calculated/recalculated it is rounded to two places. Copyright CYMA Systems Inc. 252

259 Last Purchase Date The Last Purchase Date column displays the date this product in this warehouse was last received by Inventory Control Receipts. This date is updated when Inventory Control Receipts are posted. This field is not updated if there is a job number on the Receipt. Last Issue Date The Last Issue Date column displays the date this product was last issued from this warehouse through Inventory Control Shipments. ABC Code The ABC Code column displays the value entered on Maintain Product Warehouses - Warehouse tab. Worksheet No The Worksheet No column will display the last worksheet generated for this product/warehouse. Last Counted The Last Counted column displays the last time this product at this warehouse was included in a cycle count. The date is updated when the Cycle Count worksheet is printed. Std Cost The Std Cost column displays the value entered on Maintain Product Warehouses - Warehouse tab. Price The Price column displays the value entered on Maintain Product Warehouses - Warehouse tab. Last Cost The Last Cost field shows the SKU Unit Cost calculated when the product was last received or assembled. Low Cost The Low Cost field shows the lowest the SKU Unit Cost has been. High Cost The High Cost field shows the highest the SKU Unit Cost has been. Apply Cost The Apply Cost column displays "Yes" if the Apply Other Costs check box is checked on Maintain Product Warehouses - Price & Costs tab. The columns displays "No" if the box is unchecked. The Add Warehouse button will only be enabled when entering a new product record or when selecting an existing product record and pressing the Edit button. This button allows you to create new warehouse locations. When selected the Maintain Product Warehouse dialog box will display. Copyright CYMA Systems Inc. 253

260 The Edit Warehouse button will only be enabled when an existing warehouse record is selected by clicking on the selection box to the left of the record displayed on the data grid. The product record MUST be in Edit mode to edit a warehouse record. This button allows you to edit the existing warehouse record. When selected, the Maintain Product Warehouses dialog box will display, with the selected record in Edit mode. The Delete Warehouse button will only be enabled when an existing warehouse record is selected by clicking on the selection box to the left of the record displayed on the data grid. This button allows you to delete warehouse records. The program will first verify there are no quantities on hand, committed, or on Purchase Orders and there are no cost layers for this product at this specific warehouse. If all conditions are met this warehouse may be deleted for this product. If all conditions are not met you will be asked if you would like to change the status of this warehouse record to inactive. Maintain Products Command Buttons The Edit button allows you to make changes to the displayed Product. Click the Edit button after a valid Product has been entered. The Save button validates and saves the data entered. The Save button is enabled when data on the dialog box is changed. The New button prompts you to save any changes to the displayed product (if applicable) and then clears the dialog box. This allows you to create a new product or select another product for viewing or editing. The Delete button permanently removes the displayed product from the data file. This button is enabled after the Edit button has been clicked. The Close button prompts you to save any changes (if applicable) and then closes the dialog box. Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 254

261 Maintain Product Warehouses The Maintain Product Warehouse dialog box will display when the Add Warehouse button or the Edit Warehouse button is clicked. This allows you to create or edit product warehouse locations. The Maintain Product Warehouse dialog box will display the current Warehouse ID and Name for reference. These records may be selected by the Warehouse ID when entering Products. All product records must contain at least one Warehouse record. Product Warehouse dialog box Refer to the following field descriptions and requirements. Product ID The selected Product ID displays in view only mode. Name The selected Product Name displays in view only mode. Warehouse ID Copyright CYMA Systems Inc. 255

262 Enter a Warehouse ID which represents the location of the warehouse (up to 8 alphanumeric characters). Desc Enter a Description for the warehouse (up to 30 alphanumeric characters). Maintain Product Warehouses tab pages: Warehouse Price & Costs Alt Prices Activity Maintain Product Warehouses Command Buttons Click the OK button to save the data. Click the Cancel button to close the dialog box. You are prompted to save any changes (if applicable). Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 256

263 Maintain Product Warehouses - Warehouse tab The Maintain Product Warehouses dialog box will display when the Add Warehouse button or the Edit Warehouse button is clicked. This allows you to create or edit product warehouse locations. Product Warehouse dialog box Refer to the following field descriptions and requirements. Prime Location Enter the Prime Location of the product within the warehouse, for example the bin location (up to 20 alphanumeric characters). The prime location is printed on Sales Order Picking Tickets and cycle count worksheets. Second Location Enter the secondary or overflow location (up to 30 alphanumeric characters). ABC Code Copyright CYMA Systems Inc. 257

264 Use the drop down list to select the appropriate ABC code for the product. The ABC report is a standard report in the Inventory Control module and is used for ranking inventory based on sales volume or sales dollars. Physical Count Code Enter or use the browser to select an active Physical Count Code as defined in Maintain Physical Count Codes table. These optional codes can be used to further filter the products to be included in a Physical Count Worksheet. Worksheet No The Worksheet No field will display the last worksheet generated for this product/warehouse. Last Counted The Last Counted field displays the last time this product at this warehouse was included in a cycle count. The date is updated when the Cycle Count worksheet is printed. Alt Product Enter an alternate product or use the browser to select one. This product is a substitute or equivalent product if the selected product can no longer be sold or purchased or if the quantity on hand is not enough to fill a customer order. The alternate product description displays in view only mode. Prevent group box Purchase After Date Enter the date in which no additional purchase should be made. An obsolete date message will appear when a user attempts to enter a Purchase Order for this product after the specified date. Sales After Date Enter the date in which no additional sales orders should be entered. An obsolete date message will appear when a user attempts to enter a Sales Order for this product after the specified date. Build After Date Enter the date after which no builds can be created for this product. GL Accounts Groupbox Sales The Sales account will default from Maintain Warehouses. If account is not defined in Maintain Warehouse it will default from Inventory Control Maintain Configuration and may be overridden. The account description displays in view only mode. Inventory The Inventory account will default from Maintain Warehouses. If account is not defined in Maintain Warehouse it will default from Inventory Control Maintain Configuration and may be overridden. The account description displays in view only mode. Cost of Goods Sold The Cost of Goods Sold account will default from Maintain Warehouses. If account is not defined in Maintain Warehouse it will default from Inventory Control Maintain Configuration and may be overridden. The account description displays in view only mode. Accrued AP Copyright CYMA Systems Inc. 258

265 The Accrued AP account will default from Maintain Warehouses. If account is not defined in Maintain Warehouse it will default from Inventory Control Maintain Configuration and may be overridden. The account description displays in view only mode. Min Stock Level Enter the minimum stock level desired. This field is used by the Inventory Control Reorder report as an alert when a product shows a quantity on hand that is less than the minimum stock level. Max Stock Level Enter the maximum stock level desired. This field is used by the Inventory Control Overstock report as an alert when a product shows a quantity on hand that is greater than the maximum stock level. ReOrder Qty Enter the desirable reorder quantity. This amount represents the quantity that should be ordered when the quantity on hand equals or falls below the minimum stock level. Last Purchase Date This view only field displays the date this product in this warehouse was last received by Inventory Control Receipts. This date is updated when Inventory Control Receipts are posted. This field is not updated if there is a job number on the Receipt. Last Issue Date This view only field displays the date this product was last issued from this warehouse through Inventory Control Shipments. Quantities group box On POs This view only field displays the quantity of "I" type products (inventory) on Purchase Orders. This quantity is increased by the open quantity on a PO line item when a PO is printed; decreased by the received quantity on a PO receipt only; a PO line item with a job number does not update this field. On Hand This view only field displays the quantity of "I" type products (inventory) on hand. This quantity is increased when a beginning quantity on hand of this product for this warehouse is entered; a PO or IC receipt is posted; a transfer is posted and this is the Transfer To warehouse. This quantity is decreased when a sales order is shipped; an adjustment is posted; a transfer is posted and this is the Transfer From warehouse. On Sales Orders This view only field displays the quantity of "I" type products (inventory) committed on Sales Orders. This quantity is increased when a sales order is saved; decreased when a sales order issue is posted; decreased when a sales order is cancelled. Available This view only field displays the quantity of "I" type products (inventory) available. This system calculated field is the difference between the quantity on hand and the quantity committed for this product at this warehouse. This quantity is referenced when a sales order is entered. Copyright CYMA Systems Inc. 259

266 Maintain Product Warehouses - Price and Costs tab The Price & Costs tab is used to define price and cost information for the selected product and warehouse combination. Price & Costs tab dialog box Refer to the following fields and descriptions Price The Price will default from the Maintain Product - Sales tab and may be changed. Standard Cost The Standard Cost will default from the Maintain Product - Purchasing tab and may be changed. Average Cost This view only field displays the average cost for "I" type products (inventory). This field is calculated/recalculated based on the rules below only if using the Average cost method. This calculation is not performed if using LIFO or FIFO cost methods. The Inventory Control transactions that affect the average cost can be entered with a unit cost of four places to the right of the decimal but when the average cost is calculated/recalculated it is rounded to two places. The average cost is recalculated each time a Purchase Order Receipt is posted; Copyright CYMA Systems Inc. 260

267 The average cost is recalculated each time a positive quantity Inventory Control Adjustment is posted; The average cost is recalculated at the Transfer To Warehouse at the time a Transfer is posted and both the Transfer Receipt and Issue will use the average cost as the unit cost; The average cost is used in Product Valuation reports. The average cost is also used when creating the COGS and Inventory journal entry when posting Inventory Control Shipments if Inventory Control Configuration specifies the Average Cost Method. LIFO/FIFO Received SKU Unit Costs group box Last The Last field shows the SKU Unit Cost calculated when the product was last received or assembled. The value is determined by taking the PO cost and adding any Other Costs and dividing by the No. of SKU in 1 PO U/M from the Purchasing tab. This field is only updated if the "Update SKU Unit on IC Receipt" option is selected on the Purchasing tab of Maintain Products. Lowest The Lowest field shows the lowest the SKU Unit Cost has been. The SKU Unit Cost is determined by taking the PO cost and adding any Other Costs and dividing by the No. of SKU in 1 PO U/M from the Purchasing tab. Highest The Highest field shows the highest the SKU Unit Cost has been. The SKU Unit Cost is determined by taking the PO cost and adding any Other Costs and dividing by the No. of SKU in 1 PO U/M from the Purchasing tab. Apply Other Cost Check the Apply Other Cost check box to apply costs entered in the grid to the product cost when receiving the product into inventory from either Inventory Control Enter Receipts or Accounts Payable Enter Invoices. Data grid columns and fields Code Enter an active Other Cost Code or select one from the browser. Description The Description for the Code selected will display in view only. Cost Type Per SKU Unit Select the Cost Type Per SKU Unit for the Other Costs. The available values are Amount and Percent. If Amount is selected the Fixed Amount column will be available to enter a value. If Percent is selected the Other Pct column will be available to enter a value. Fixed Amt The Fixed Amt column will be available if Amount was selected in the Cost Type Per SKU Unit column. Enter a positive value greater that zero. Other Pct The Other Pct column will be available if Percent was selected in the Cost Type Per SKU Unit column. Enter a positive value greater that zero. Account Copyright CYMA Systems Inc. 261

268 Enter a General Ledger Account or select one from the browser. The account will default based on the Other Cost Code selected. This account is normally an expense or COGS type account. This account will be credited for the amount of the other cost when the receipt is posted to the General Ledger. Prime Check a single box in the Prime column to signify the Prime Other Cost. The Code with the box checked will be the recipient of the full other cost amount if the user overrides the systemcalculated amount in Inventory Control Enter Receipts or Accounts Payable Enter Invoices. One code must be selected prior to saving the record. Status Select Active or Inactive from the Status drop down box. Inactive costs will not be included in the calculations. Copyright CYMA Systems Inc. 262

269 Maintain Product Warehouses - Alt Prices Tab The Alternate Prices tab allows the user to define specific prices based on the product and warehouse combination. Alternate Prices tab Refer to the following fields and descriptions Price The Price field will display the current price entered on the Price & Costs tab. Average Cost The Average Cost field will display the current average cost as calculated on the Price & Costs tab. Std Cost The Std Cost field will display the current standard cost entered on the Price & Costs tab. Last Cost The Last Cost field will display the current last cost as calculated on the Price & Costs tab. Low Cost The Low Cost field will display the current lowest cost as calculated on the Price & Costs tab. Copyright CYMA Systems Inc. 263

270 High Cost The High Cost field will display the current high cost as calculated on the Price & Costs tab. Data grid columns and fields For each price code the user can only enter a value in one of the following columns: Fixed Price, List Price %, Last Cost %, Std Cost %, Low Cost% or High Cost %. The value in the Fixed Price column must be a positive value. The value in any percentage column can be either positive or negative, but cannot be zero. A positive value will add the calculated amount to the price, while a negative value will subtract the calculated amount. Price Code Enter a valid Price Code or select one from the browser. Price codes are set up through the Maintain Alternate Price Codes dialog in Accounts Receivable or Sales Order. If a Price Code has a warehouse record the information will populate the following columns. The values may be changed at this level for more defined prices. Description The Description will default from the alternate price code table, but may be changed. Fixed Price Enter the amount to charge customers when this code is entered. List Price % Enter the percent to calculate based on the Price shown above. The value will default based on the Price Code selected, but may be changed. This column is only available if using LIFO or FIFO cost method as defined in Inventory Control Maintain Configuration. Last Cost % Enter the percent to calculate based on the Last Cost shown above. The value will default based on the Price Code selected, but may be changed. Std Cost % Enter the percent to calculate based on the Standard Cost shown above. The value will default based on the Price Code selected, but may be changed. Low Cost % Enter the percent to calculate based on the Low Cost shown above. The value will default based on the Price Code selected, but may be changed. High Cost % Enter the percent to calculate based on the High Cost shown above. The value will default based on the Price Code selected, but may be changed. Status Select a status of Active or Inactive. Inactive alternate prices can't be used in new Sales Orders or Accounts Receivable Invoices. Copyright CYMA Systems Inc. 264

271 Maintain Product Warehouses- Activity tab This tab is available in view-only mode to show all transactions that have been created for the combination of a specific product and warehouse. Transactions can be viewed in the current or history file and the user has complete control of filtering the information by transaction type and can further sort the data by date or transaction type. Maintain Product Warehouse Activity Dialog Refer to the following field descriptions and requirements. Sort Order Group Box Transaction Post Date/Time Select this option to sort the grid by the Transaction Post Date and Time. Transaction Type Select this option to sort the grid by the Transaction Type. Include Group Box Check the boxes next to the transactions that you want to see in the datagrid. Copyright CYMA Systems Inc. 265

272 Beginning Qty Check the box to show transactions that were entered through Enter Beginning Balances. Receipts Check the box to show transactions that were created by the Enter Receipts process for Purchase Orders. Negative Qty Check the box to show transactions that caused the quantity on hand to go negative. Build Receipts Check the box to show transactions that were created from the Build Process. Issues Check the box to show transactions that were entered through Enter Issues. Adjustments Check the box to show transactions that were entered through Enter Adjustments. Transfers Check the box to show transactions that were entered through Enter Transfers. Build Issues Check the box to show transactions that were created from the Build Process. Shipments Check the box to show transactions that were created by the Shipment Process in Sales Orders. Return To Vendor Check the box to show transactions that were created by the Enter Receipts process for credit Purchase Orders. Return To Stock Check the box to show transactions that were created by the Shipment Process for credit Sales Orders. Active Cost Layers Check this box to see only the active cost layers. When this box is checked all the other boxes are checked and grayed out. Transaction File Group Box Current Select this option to show transactions in the Current data files. History Select this option to show transactions in the Historical files. Data Grid Columns and fields Post Date This is the exact date that the transaction was posted. This is based on the internal computer system date. Copyright CYMA Systems Inc. 266

273 Post Time This is the exact time that the transaction was posted. This is based on the internal computer system time. Trans Date The Trans Date field displays the Transaction Date of the transaction. This may be different than the Post Date. Trans Type This is the transaction type of the record. Qty The original quantity of that transaction. Remaining Qty The remaining quantity that is left to be used. This column is only available with the Active Cost Layers check box is checked. Unit of M The Unit of Measure for that transaction. Unit Cost The unit cost of the transaction. Ext Cost If the Active Cost Layers check box is checked this is the amount of the unit cost times the Remaining Qty column. If the Active Cost Layers check box is unchecked this is the amount of the unit cost times the Qty column. Reason Code The reason code associated with any Adjustment type transaction. Job The job associated with the transaction. PO/Ref No. The Purchase Order Number or Reference Number associated with the transaction. Maintain Product Warehouses Command Buttons The Print button allows you to print the Product Activity Report. This report will filter the same way that the dialog is filter. Copyright CYMA Systems Inc. 267

274 Maintain Product Lines When Product Lines... is selected from the Maintain menu the Maintain Product Lines dialog box displays. Product Lines can be accessed and maintained from Accounts Receivable, Sales Orders, Accounts Payable, Purchase Order, Job Costing and Inventory Control. Each product created can be assigned to a specific product line. The product line can then be used to classify and sort products, such as by type of product, manufacturer, etc., and also for sorting reports. The Product Line file is a system level file that is shared amongst Accounts Payable, Accounts Receivable, Purchase Order, Sales Order and Job Costing modules. Maintain Product Lines dialog box Refer to the following field descriptions and requirements. Product Line ID Enter a Product Line ID (up to 6 alphanumeric characters). Description Enter a Product Line Description (up to 30 alphanumeric characters). Status The Status defaults to Active for new Product Lines. Maintain Product Lines Command Buttons Click the Copy button to display the Copy Product Line To Products dialog. This dialog will allow you to copy a selected Product Line to selected products. Click the OK button to save the information and close the dialog box. Copyright CYMA Systems Inc. 268

275 Click the Cancel button to abort, or to cancel any changes you have made and close the dialog box. Copyright CYMA Systems Inc. 269

276 Maintain Product Lines - Copy Product Line to Products The Copy Product Line to Products dialog is used to copy the product line selected in Maintain Product Lines to a selected group of products. You can copy based on Product ID and Product Type. Copy Product Line to Products dialog Refer to the following field descriptions and requirements. Line to Copy group box Type ID The Product Line ID of the selected Product Line will display in the view only Type ID field. Description The Description of the selected Product Line will display in the view only Description field. Copy To - Product Criteria group box Product ID Enter a range of Product IDs to filter the list of products by product ID. Product Type Select a Product Type to filter the list of products by Product Type. Copy Product Line to Products command buttons Click the OK button to save the information and close the dialog box. Click the Cancel button to abort, or to cancel any changes you have made and close the dialog box. Copyright CYMA Systems Inc. 270

277 Maintain Sales Account Codes When Sales Account Codes... is selected from the Maintain Menu in either the Sales Order or Accounts Receivable module, the Sales Account Codes dialog displays. This dialog is used to set up relationships between the sales GL account and the COGS GL account. These codes can be used in the Sales Order module in Enter Sales Orders. These codes can be used in the Accounts Receivable module in Enter Invoice, One-Time Invoice, Volume Billing Invoice, Quick Invoices and Recurring Invoices. Sales Account Codes dialog Refer to the following fields and descriptions Data grid columns and fields Sales Code Enter a Sales Code to identify the relationship (up to 6 alphanumeric characters). Description Enter a Description to identify the relationship (up to 30 alphanumeric characters). Sales Account Enter the Sales Account to be used when the code is used on an invoice or sales order. COGS Account Enter the COGS Account to be used when the code is used on an invoice or sales order. Status Select the Status for this sales code. The options are active and inactive. Inactive codes cannot be used on new invoices or sales orders. Sales Account Description The Sales Account Description will display for a selected line in the grid. COGS Account Description The COGS Description will display for a selected line in the grid. Copyright CYMA Systems Inc. 271

278 Sales Account Codes command buttons Click the OK button to exit the dialog and save the changes. Click the Cancel button to exit the dialog without saving changes. Copyright CYMA Systems Inc. 272

279 Maintain Sales Reps The Maintain Sales Reps dialog box can be accessed by selecting Maintain/Sales Reps from the menu bar. Sales Reps can be accessed and maintained from Accounts Receivable and Sales Order. For each Sales Rep record you can specify the commission structure, maintain notes, and add your own custom data. Permissions can also be applied to sales reps to control the entry of data in Accounts Receivable and Sales Order. Maintain Sales Reps dialog box Refer to the following field descriptions and requirements. Sales Rep ID To create a new Sales Rep record, enter an ID to represent the Sales Rep (up to 6 alphanumeric characters). To edit an existing Sales Rep record, enter the ID or select one from the Browser. Once a record is displayed in the dialog box, click the Edit button to make any changes. The Sales Rep ID cannot be changed. Copyright CYMA Systems Inc. 273

280 Name Enter the Sales Rep s Name (up to 30 alphanumeric characters). The Sales Rep dialog consists of the following tab pages: Sales Rep Permissions Notes Custom Maintain Sales Reps Command Buttons The History button allows you to easily view key information regarding each Sales Rep's historical data. Use the history button to invoke a report showing the Sales Rep's history. The Edit button allows you to make changes to the Sales Rep. Click the Edit button once a valid Sales Rep has been entered. The Save button validates and saves the data entered. The Save button is enabled when data on the dialog box is changed. The New button prompts you to save any changes to the Sales Rep (if applicable) and then clears the dialog box. This allows you to create a new Sales Rep or select another Sales Rep ID for viewing or editing. The Delete button permanently removes the displayed Sales Rep from the data file. This button is enabled after the Edit button has been clicked. If the Sales Rep is being used in a customer record it cannot be deleted. The Close button prompts you to save any changes (if applicable) and then closes the dialog box. Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 274

281 Maintain Sales Reps - Sales Rep tab The Maintain Sales Reps - Sales Rep tab is used to specify the commission structure and other information. Maintain Sales Reps - Sales Rep tab dialog Refer to the following field descriptions and requirements. Base Salary Enter the Sales Rep s base salary. Period Quota Enter the Sales Rep s quota of sales dollars per period. Address Enter the address for the Sales Rep. This address will be used when posting Inventory Control Receipts, if the Backorder feature is turned on and the notification flag is turned on in Sales Order Maintain Configuration. At the time of posting an Inventory receipts an will be sent to this address if the Sales Rep has an open order that contains the product being received. B/O Receipt Notification Copyright CYMA Systems Inc. 275

282 Check the B/O Receipt Notification if the Sales Rep should receive an when a Backordered product is received. If this box is checked an will be sent to the sales rep when an receipt for a product is entered in Inventory Control Enter Receipts and the product is on a sales order assigned to the sales rep and has a quantity on backorder. Status The Status defaults to Active. Commission group box by Percent of Sales Select this option button to calculate commissions based on a specified percentage of sales dollars. % Commission This field will only be enabled if you selected the by Percent of Sales radio button. Type the percentage rate as a whole number (for example, 10% is entered as 10). by Quantity Select this option button to calculate commissions based on a dollar amount per quantity sold. Commission per Item This field will only be enabled if you selected the by Quantity radio button. Type the commission dollar amount per item sold. Commission based on group box Sales Select this radio button to calculate commissions based on total actual sales for the period. Receipts Select this radio button to calculate commissions based on actual cash receipts for the period. Copyright CYMA Systems Inc. 276

283 Maintain Sales Reps - Permissions tab The Maintain Sales Reps - Permissions tab is used to set permission settings for each sales rep. Maintain Sales Reps - Permissions tab dialog Refer to the following fields and descriptions Login ID Enter a valid Login ID or select one from the browser. When the user Invoice group box Default Invoice Type Select the Default Invoice Type. This will be the default type when entering Invoices in Accounts Receivable. Enter Credits Check the Enter Credits option if this sales rep should be allowed to enter credits in Accounts Receivable. Change Sales Rep ID Copyright CYMA Systems Inc. 277

284 Check the Change Sales Rep ID option if this sales rep should be allowed to enter a different Sales Rep when entering invoices in Accounts Receivable Sales Order group box Default Order Type Select the Default Order Type. This will be the default type when entering Sales Orders in Sales Order. Enter Orders Check the Enter Orders option if this sales rep should be allowed to enter sales orders in Sales Order. Enter Credits Check the Enter Credits option if this sales rep should be allowed to enter credits in Sales Order. Change Sales Rep ID Check the Change Sales Rep ID option if this sales rep should be allowed to enter a different Sales Rep when entering sales orders in Sales Order. Ship Complete Check the Ship Complete option if this sales rep should be allowed to ship orders directly from the Enter Sales Order dialog. Copyright CYMA Systems Inc. 278

285 Maintain Segment Balancing (Financial Management System Only) The "Maintain Segment Balancing" menu item is found on the "Maintain" menu in the General Ledger, Accounts Payable, Accounts Receivable, and Payroll Modules. Note that it is necessary to configure Segment Balancing in only one place throughout the system - the menu item is found in all modules only to accommodate all possible combinations of installed modules. Maintain Segment Balancing dialog box When configuring segment balancing select the "options" tab. Select one of the three balancing options, as follows: 1. Select "Use Segment Balancing Everywhere" if you will be balancing transactions originating in all modules. 2. Select "Use Segment Balancing in General Ledger Only" if you will only balance General Ledger journal entries between funds. 3. Select "Don't Use Segment Balancing" if you will use some other method to generate "due to/due from" transactions, or if you don't require these at all. The "Default Due-from and Due-to" Accounts are used if a particular segment value is not assigned a specific due to or due from account. If for example, you have 20 segment values, but only care to track due-to and due-from transactions for three of the values, you can use the default due-to and due-from accounts for the remaining 17 values. The "Options" tab in the Maintain Segment Balancing dialog box allows you to configure segment balancing activities for unique sets of accounts. Copyright CYMA Systems Inc. 279

286 In the data grid you must assign a default number to your segment under the "Segment Value" column. Under the "Description" column give your segment value it's description. In the "Due-from Other Accounts" column assign an account number for your segment value (this account number is set up in your General Ledger module under Maintain Chart of Accounts. In the "Due-to Other Accounts" column assign an account number for your segment value (this account number is set up in your General Ledger module under Maintain Chart of Accounts. In the example below, the user has configured Segment Value "100" and "200" to be self balancing. This means that any time transactions are added to the General Ledger (either by posting from a subsidiary module or by entering Journal Entries), the system will scan all entries and determine if account 100 and account 200 are in balance (the total of debits and credits for each account are equal). If the transactions would result in the account being out of balance, the system will automatically generate offset transactions to the appropriate "Due To" or "Due From" accounts. The screen shot below is displayed when you "Add" or "Edit" segment value. Note that each value must correspond to a specific segment value in the General Ledger Chart of Accounts. Copyright CYMA Systems Inc. 280

287 Once Segment Balancing is configured, balancing occurs when transactions are added to the General Ledger. If you selected "Use Segment Balancing in General Ledger Only", then balancing occurs only when Journal Entries are created in the General Ledger module. If you selected "Use Segment Balancing Everywhere", then balancing transactions are generated when entries are posted from AR, AP, or PR to the General Ledger. Copyright CYMA Systems Inc. 281

288 Maintain Ship-Via IDs When Ship-Via IDs... is selected from the Maintain menu the Maintain Ship-Via IDs dialog box displays. Ship-Via IDs can be accessed and maintained from Purchase Order and Sales Order. In this operation you can provide instructions to the vendor on how you want the items on a Purchase Order shipped back to you as well as customer Sales Order shipping methods. This code is entered and verified on a new Order and the description will print on the Order. Maintain Ship-Via dialog box Refer to the following field descriptions and requirements. Data Grid Columns and Fields Ship-Via ID Enter an ID to represent the Location (up to 6 alphanumeric characters). Description Enter the Location Description (up to 30 alphanumeric characters). Status The default Status is active. Maintain Ship-Via IDs Command Buttons Click the OK button to save the data. Click the Cancel button to close the dialog box. You are prompted to save any changes (if applicable). Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 282

289 Maintain Skills/Work Class Select Maintain Skills/Work Class... from the Maintain menu to access the Maintain Skills/Work Class dialog box. Skills/Work Class can be accessed and maintained from Payroll and Job Costing. The Maintain Skills/Work Class dialog box allows you to maintain a list of Labor Skill Level Codes, Descriptions, Standard Company Billing Rates, and the Product ID they are mapped to. Once this table is established, the user should assign a default labor skill code to each direct employee whose time is chargeable to a job, this information is placed on the Employment Information tab of the Maintain Employee dialog. Skill codes should be set up for Direct Labor and Subcontractor Job Cost Types. This table is also used for the Maintain Employees table in Job Costing. Skills are used in the Job Cost module for capturing labor (direct and subcontract) hours and then invoicing the customer in the Accounts Receivable module. Maintain Skill Level Refer to the following field descriptions and requirements. Data Grid Columns and Fields Skill Level Enter a Skill Level to represent the Skill (up to 6 alphanumeric characters). Description Enter the Skill Level Description (up to 30 alphanumeric characters). Billing Rate Enter the Standard company Billing Rate. The rate must be greater than $0.00. You may want to set individual employees up as unique skill codes. For example, a skill code can be set up for "FRG" (Fred R. Green) and "SLB" (Sam L. Baker). The billing rate for the skill then becomes the billing rate for the individual. Product ID Enter the Product ID this skill is mapped to. The default Product ID is established during Job Cost Configuration setup. Accept the default or select a different Product ID using the browser. Copyright CYMA Systems Inc. 283

290 Overhead Type Select the Overhead Type to be used when overhead is applied. The overhead type is a required field if the Apply Overhead is checked in Job Costing Maintain Configuration. If this field is left blank, overhead will not be applied to this Skill Level. Only Overhead Types that have been defined as Direct Labor in the Overhead Matrix may be used. Skill Cost Enter the cost associated with the skill. The Skill Cost is the default unit cost when adding skills to the Job Detail Budget (Cost Type of DL and SUB) and when adding skills to the Summary Budget by Cost Code. Sales Account Enter an active Sales Account or select from the browser. If a Skill ID is chosen on a job transaction and the Use GL Sales Accounts From option of Product ID/Skill ID is selected in Maintain Configuration, the sales account will be used when direct labor cost transactions are posted from JC to the AR module. Workers Comp Enter a valid Workers Comp code or select one from the browser. This column is only This column is only available if the Workers Compensation Configuration is set to Use Workers Compensation Codes and Features in Payroll - Maintain Configuration. Status The status defaults to active for new skill levels. Inactive skills cannot be used in Maintain Employees. Maintain Skill Level Command Buttons Click the OK button to save the data. Click the Cancel button to close the dialog box. You are prompted to save any changes (if applicable). Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 284

291 Maintain Terms When Terms... is selected from the Maintain menu the Maintain Terms dialog box displays. Accounts Receivable and Accounts Payable share the same Terms Codes file, allowing you to access this dialog box from either module. Terms Codes will automatically calculate due dates, discount dates and discount amounts on invoices and credit memos. Each Accounts Receivable customer record and each Accounts Payable vendor record is assigned a default Terms Code that can be overridden during data entry. Maintain Terms dialog box Refer to the following Data Grid column descriptions and requirements for entering and maintaining Terms Codes. Terms Code Enter the Terms Code with no special characters or spaces (up to 6 alphanumeric characters). Description Enter the terms code Description (up to 20 alphanumeric characters). The Description may be printed on invoices. Type of Due Days The Type of Due Days specifies how the system will calculate the Due Date. Use the Due Days type for terms due in a specific number of days past the invoice date. Use the Day of Next Month type for terms due on a specific day of the following month. The default is Due Days. Use the drop-down list box to select the terms type from the available options. Due Days This is the number the system will use to calculate the Invoice Due Date, based on the Type of Due Days selected. If Due Days is selected, enter a number between 1 and 999. If Day of Next Month is selected, enter the day of the month between 1 and 31. If Last Day of Month is selected, a due date is generated equal to the last day of the month in which the invoice is dated. Copyright CYMA Systems Inc. 285

292 If Next Date is selected, enter the date you want the invoice to be due. For example, if you specify that the invoice is due on the next 15th of any month, an Invoice dated September 25, will be due on October 15. If Due at the End of Next Month is selected, a due date is generated equal to the last day of the month following the month in which the invoice is dated. Type of Discount Days The Type of Discount Days specifies how the system will calculate the Discount Date. Use the Due Days type to extend the discount a specific number of days past the invoice date. Use the Day of Next Month type for discounts up to a specific day of the following month. The default is Due Days. Use the drop-down list box to select the discount days type from the available options. The Discount Days calculations are performed independently of the Due Days calculations. Invoices are validated to ensure that the Due Date isn't less than Discount Date upon Save. Discount Days The number of days entered will be added to the invoice date to determine through what date the Discount Percent calculated will be allowed. Discount Pct If Discount Days were entered you must enter a discount percent using the specified format (##.####). The Discount Percent will be used to calculate a discount amount based on the invoice total. Status In Accounts Receivable discounts are not calculated on taxes. The Status defaults to Active for the Terms Code. To change a Terms Code's status to Inactive, it cannot have any current entries in the system. To delete a Terms Code, select the line item on the Data Grid, click the selection box, and then press the Delete key on the keyboard. When deleting a Terms Code, it cannot have any current or history entries in the system. If there are only history entries, you will be asked if you would like to change the status of the Terms Code to Inactive. Maintain Terms Command Buttons Click the OK button to save the information and close the dialog box. Click the Cancel button to abort, or cancel any changes you have made. The Cancel button prompts you to save any changes (if applicable) and then closes the dialog box. Copyright CYMA Systems Inc. 286

293 Maintain Units Of Measure When Units of Measure... is selected from the Inventory Control Maintain menu the Units of Measure dialog displays. Choose from the pre-defined units of measure which include bag, bottle, box, case, day, dozen, each, feet, gallon, hour, keg, pound, linear feet, miles, month, ounce, pallet, package, packet, spool, square feet, ton, week and yard, or create your own units of measure. Units of Measure dialog Refer to the following field descriptions and requirements. Data Grid and Columns and Fields U/M Enter an ID to represent the Unit of Measure (up to 6 alphanumeric characters). Description Enter a Description of this unit of measure (up to 30 alphanumeric characters). Status The Status defaults to Active for the Units of Measure. To change a Unit of Measure's status to Inactive, it cannot have any current entries in the system. To delete a Unit of Measure, select the line item on the Data Grid and then press the Delete key on the keyboard. When deleting a Unit of Measure, it cannot have any current or history entries in the system. If there are only history entries, you will be asked if you would like to change the status of the Unit of Measure to Inactive. Units of Measure Command Buttons Click the OK command button to save changes. Copyright CYMA Systems Inc. 287

294 The Cancel button will close the Units of Measure dialog without saving the changes. Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 288

295 Maintain Vendor Types When Vendor Types... is selected from the Accounts Payable Maintain menu the Maintain Vendor Types dialog box displays. Each vendor record created must be assigned a Vendor Type. The type can be used to classify and sort vendors, such as by market, as a raw materials vendor, etc. The sorting is available for reports or even when selecting which invoices to pay. Maintain Vendor Types Refer to the following descriptions and requirements. Data Grid Columns and Fields Vendor Type Enter an ID to represent the Vendor Type (up to 6 alphanumeric characters). Description Enter the vendor type Description (up to 30 alphanumeric characters). Terms Code Enter a Terms Code or select one from the browser. This value will default when setting up new vendors. AP Account Enter an AP Account or select one from the browser. This value will default when setting up new vendors. Expense Account Enter an Expense Account or select one from the browser. This value will default when setting up new vendors. Allocation ID Enter an Allocation ID or select one from the browser. This value will default when setting up new vendors. Cost Code Copyright CYMA Systems Inc. 289

296 Enter a Cost Code or select one from the browser. This value will default when setting up new vendors. Trans Class 1 and 2 Enter a Trans Class Code or select one from the browser. This value will default when setting up new vendors. Maintain Vendor Types Command Buttons Click the Update Vendors button to copy the select row values to all vendors that have that current Vendor Type. Click the OK button to save the data. Click the Cancel button to close the dialog box. You are prompted to save any changes (if applicable). Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 290

297 Maintain Vendors When Maintain Vendors... is selected from the Maintain menu the Maintain Vendors dialog box displays. Vendor records can be accessed and maintained from Accounts Payable, Purchase Order and Inventory Control. Each tabbed page contains information relating to the Vendor, such as purchase and payment history amounts, contact information, notes, and beginning 1099 amounts. Use the Custom tab to access the Custom Data Designer. Maintain Vendors Refer to the following field descriptions and requirements. Vendor ID To create a new vendor record, enter a Vendor ID that represents the Vendor (up to 6 alphanumeric characters). To edit an existing Vendor record, enter the ID or use the Browser to select the ID. Once the record is displayed, click the Edit button. All fields can be edited except the Vendor ID and the amounts on the History tab. Copyright CYMA Systems Inc. 291

298 Sort Name Enter in the name you would like the company to be sorted by for use in various report generation. For example, The Smith Company would be entered in as Smith Company, The. Company Name Enter the Company Name (up to 30 alphanumeric characters). Alternate Name Enter in an Alternate vendor Name for the company in this field. If a name is entered here, this name will be used on check formats and some reports instead of the name listed in the Company Name field. If you populate this field with an alternate vendor name, that is the vendor name which will appear on the checks printed for this vendor. Maintain Vendors Command Buttons The View Document button allows you to view the invoice or purchase order detail. This button is only available when the Invoice Activity and Order Activity tabs are selected. To view the detail for a specific Invoice or Purchase Order, highlight a line by clicking the selection box in the first column in the Data Grid. The button will be activated once a row is selected. The View Payments button allows you to view the payments associated with a selected invoice or purchase order. This button is only available when the Invoice Activity and Order Activity tabs are selected. To view the payment detail for a specific Invoice or Purchase Order, highlight a line by clicking the selection box in the first column in the Data Grid. The button will be activated once a row is selected. The Edit button allows you to make changes to the displayed Vendor. Click the Edit button after a valid Vendor has been entered. The Save button validates and saves the data entered. The Save button is enabled when data on the dialog box is changed. The New button prompts you to save any changes to the displayed vendor (if applicable) and then clears the dialog box. This allows you to create a new vendor or select another vendor for viewing or editing. The Delete button permanently removes the displayed vendor from the data file. This button is enabled after the Edit button has been clicked. If the vendor has any entries in the system it cannot be deleted. The Close button prompts you to save any changes (if applicable) and then closes the dialog box. Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 292

299 Maintain Vendors - Vendor Tab The Vendor tab contains demographic information, phone contacts and 1099 information. You also enter the vendor's General Ledger Accounts Payable account, default expense account, default allocation ID, terms code and maximum check amount. Vendor Tab Refer to the following field descriptions and requirements. Status The Status defaults to Active for new vendor records. When posting invoices to AP the vendors status is validated. Any invoices found for a vendor with an inactive status are displayed as an error message during the posting routine. Type Enter a valid Vendor Type or use the Browser to select or create one. The Vendor type selected displays in view-only mode. Address Enter the vendor's street Address (up to 30 alphanumeric characters, per line). Copyright CYMA Systems Inc. 293

300 City Enter the City where the vendor is located (up to 25 alphanumeric characters). State Enter the State or province where the vendor is located (up to 25 alphanumeric characters). Zip Enter the vendor's Zip Code or postal code (up to 11 alphanumeric characters). Country Enter the Country where the vendor is located (up to 30 alphanumeric characters). Primary Enter the Primary address to be used to transmit purchase orders via . This will be the recipient of purchase orders transmitted electronically through the Print Purchase Order process. Click the button to display an empty message window. Fill in any appropriate information and click on send to send an to the listed recipients. Vendor's Cust ID: Enter the Customer ID that you Vendor has assigned to you. This number will print on the check stub of most check formats. Phone Numbers Data Grid Up to four phone numbers per vendor record may be maintained. Phone Type The drop-down list contains the following options: U.S. Standard, International, , and Fax. This determines the formatting, if any, on the screen. The U.S. Standard is the default Phone Type. The International and types provide no formatting, and therefore will require appropriate punctuation when entered on the Data Grid (up to 30 alphanumeric characters). Phone Type the phone data (up to 30 alphanumeric characters). Use the Phone text box with the Phone Type to enter Internet addresses! Phone Desc Enter the phone description (up to 20 alphanumeric characters), such as the contact's title. General Options group box Use Tax The Use Tax check box is enabled when Enable Use Tax is selected in Maintain Configuration. When selected, all invoice lines for this vendor will default to Use Tax? YES and may be overridden. Electronic Funds Transfer group box This option will only be available if the proper serial number for the AP EFT feature has been registered in System Manager - Register. Status Copyright CYMA Systems Inc. 294

301 Select a Status from the dropdown list. Select Inactive if you do not want to process payments for this Vendor as an Electronic Funds Transfer. Select Prenote if you need to include a prenotification record for this vendor in the next creation of the EFT file. Select Active if you want to process payments for this Vendor as an Electronic Funds Transfer and you have successfully processed a prenotification. Prior to using EFT for a vendor, you should obtain a written contract or agreement with the Vendor. This agreement can be a PO or other document that shows the company owes money to the Vendor and is authorized to deposit funds to pay the Vendor. Type Select the Type of account the information is for. The possible values are Checking or Savings. This is a required field if the Status is set to Prenote or Active Routing Enter the Routing number for the account that the funds will be transferred to. Account Enter the Account number for the account that the funds will be transferred to Information group box Print 1099 Select the Print 1099 check box if the Vendor will require a 1099 Miscellaneous Income form. When this check box is selected, the Type of 1099 field is a required field. Type of 1099 Enter a valid 1099 box or Form Type or use the Browser to select one. This is a required field when the Print 1099 check box is selected. FEIN or SS# Enter the vendor's Federal Employee Identification Number or Social Security Number (up to 15 alphanumeric characters). This number will print on the 1099 form. Invoice/Order Defaults group box Terms Code Enter a valid Terms Code or select one from the Browser. The default is the Terms Code entered on the Maintain Configuration dialog box under the Default Vendor Data group box. AP Account Enter the Accounts Payable account or use the Browser to select or create the account that this vendor's transactions will post to in the General Ledger. The default account is the Accounts Payable account entered on the Maintain Configuration dialog box. This option allows each vendor record to have an individual Accounts Payable account. Expense Account Enter a valid GL account number or use the Browser to select one. The expenses created by this Vendor's invoice transactions will post to this account when the Post Invoices to GL operation is performed. This account may be overridden during invoice entry. Copyright CYMA Systems Inc. 295

302 Allocation ID Enter a valid Allocation ID or use the Browser to select one. This becomes the default when the Allocate check box is selected on the Enter Invoices or the Enter Recurring Invoices dialog boxes. Cost Code Enter a valid Cost Code or use the Browser to select one. This becomes the default cost code for this vendor when entering invoices. This field is only available if using Job Costing and the Use Cost Code flag is check in Job Costing Maintain Configuration. Trans Class 1 and 2 Enter a valid Transaction Classification Code or use the Browser to select one. This becomes the default code for this vendor when entering invoices. Inv Desc Enter in a default Invoice Description that you wish to appear on the Enter Invoice screen each time you enter an invoice for this vendor. Delivery Days: Enter the number of days that you want added to the Purchase Order date to determine the Delivery Date in Enter Purchase Orders. Check Options group box Maximum Check Amount Enter the maximum allowable check amount for this vendor. If this amount is exceeded when selecting invoices for payment or printing checks for this vendor, the system will prompt you to proceed. The default is the amount entered on the Maintain Configuration dialog box. To disregard validating the check amount, enter a zero. New Check For Each Invoice: Check the New Check For Each Invoice check box if you want invoices from this vendor to always have a separate check. If this option is checked, then each new invoice added will have the equivalent box checked. This can be overridden at the time of invoice entry. Copyright CYMA Systems Inc. 296

303 Maintain Vendor Remit To The Remit To tab allows the user to enter multiple remit to addresses. These addresses are assigned during invoice entry. The user may select one address to be the default Remit-To. The user may also select one to be the address used on any 1099s. Invoices with the same remit-to will be grouped on the same check during the check printing process, unless the Separate Check for this Invoice option is selected in Enter Invoice, or the New Check for each Invoice is selected during Print AP Checks Print. Maintain Vendor Remit To tab Refer to the following field descriptions and requirements. Data Grid Columns and Fields All columns on the Data Grid are displayed in view-only mode. The only button enabled on the Remit- To Tab when creating or editing a Vendor record is the Add Remit-To button. The Edit Remit-To and Delete Remit-To buttons are enabled when a Remit-To record is selected on the Data Grid. To select a Remit-To to edit or delete, click the selection box to the left of the Remit-To line on the Data Grid. Remit-To ID Copyright CYMA Systems Inc. 297

304 The Remit-To ID entered on the Add or Edit a Remit-To dialog displays in view-only mode. Remit-To Description The Remit-To Description value entered on the Add or Edit a Remit-To dialog displays in view-only mode. Attn The Attn value entered on the Add or Edit a Remit-To dialog displays in view-only mode. City The City entered on the Add or Edit a Remit-To dialog displays in view-only mode. State The State entered on the Add or Edit a Remit-To dialog displays in view-only mode. Maintain Vendors Remit-To Tab Command Buttons The Add Remit-To button will only be enabled when entering a new contact record or when selecting an existing contact record and then pressing the Edit button. This button allows you to create new Remit-To records. When selected, the Add or Edit a Remit-To dialog box displays. The Edit Remit-To button will only be enabled when an existing Remit-To record is selected by clicking the selection box to the left of the record displayed in the Data Grid. The Vendor record must be in the Edit mode to select a Remit-To record. This button allows you to edit the existing Remit-To record. When selected, the Add or Edit a Remit-To dialog box displays. The Delete Remit-To button will only be enabled when an existing Remit-To record is selected. This button allows you to delete Remit-To records as long as no data exists for this record in the current or history files. If data is found in the history files, but not in the current data files, you will be asked if you would like to change the Status of this Remit-To record to Inactive. Copyright CYMA Systems Inc. 298

305 Maintain Vendors - Add or Edit Remit-To The Add or Edit a Remit-To dialog box will display when the Add Remit-To button or the Edit Remit-To button is clicked. The Add or Edit a Remit-To dialog box allows you to create or edit vendor Remit-To addresses as well as maintain notes. The Add or Edit a Remit-To dialog box will display the current Vendor's ID and Name for reference. Add or Edit a Contact Refer to the following field descriptions and requirements. Vendor ID The Vendor ID and Name from the Maintain Vendors dialog displays in view-only mode. Remit-To ID Enter a Remit-To ID that represents the contact (up to 6 alphanumeric characters). Desc Enter a Description for the Remit-To ID (up to 30 alphanumeric characters). Attn Enter the Attn name (up to 20 alphanumeric characters). Address Copyright CYMA Systems Inc. 299

306 Enter the Address of the Remit-To location (up to 60 alphanumeric characters in two fields). City Enter the City of the Remit-To location (up to 25 alphanumeric characters in two fields). State Enter the State of the Remit-To location (up to 25 alphanumeric characters in two fields). Zip Enter the Zip of the Remit-To location (up to 11 alphanumeric characters in two fields). Country Enter the Country of the Remit-To location (up to 30 alphanumeric characters in two fields). Status The Status defaults to Active for the Remit-To. Default Remit-To Location Check the Default Remit-To Location check box if this is the address that should default when entering Invoices. This box may only be checked on one Remit-To. Use this Address for 1099s Check the Use this Address for 1099s check box if this is the address that should default when printing 1099s. This box may only be checked on one Remit-To. If no address is checked the address on the Vendor Tab will be used. Phone Numbers Data Grid Up to four phone numbers per Remit-To may be retained. Refer to the following column descriptions and field requirements. The first phone number will default from the Vendor tab and can be overwritten. Phone Type The drop-down list contains the following options: U.S. Standard, International, , and Fax. This determines the formatting, if any, on the screen. The U.S. Standard is the default Phone Type. The International and types provide no formatting, and therefore will require appropriate punctuation when entered on the Data Grid (up to 30 alphanumeric characters). Phone Enter the phone number data (up to 30 alphanumeric characters). Use the Phone text box with the Phone Type to enter Internet addresses. Phone Desc Enter the phone description (up to 20 alphanumeric characters), such as the contact's title. Add or Edit a Contact Command Buttons The OK button accepts and saves all information entered and returns you to the Contacts tab. Copyright CYMA Systems Inc. 300

307 The Cancel button aborts current information entered and returns you to the Contacts tab. Pressing the ESC key has the same function. Copyright CYMA Systems Inc. 301

308 Maintain Vendors - Contacts Tab The Contacts tab allows multiple contacts to be retained for each Vendor. A list of all existing contacts displays on the Data Grid in view-only mode. The only button enabled on the Contacts Tab when creating or editing a Vendor record is the Add Contact button. The Edit Contact and Delete Contact buttons are enabled when a record is highlighted by clicking the selection box to the left of the Data Grid. Maintain Vendors Contacts Tab Refer to the following field descriptions and requirements. Data Grid Columns and Fields All columns on the Data Grid are displayed in view-only mode. The only button enabled on the Contacts Tab when creating or editing a Vendor record is the Add Contact button. The Edit Contact and Delete Contact buttons are enabled when a Contact record is selected on the Data Grid. To select a Contact to edit or delete, click the selection box to the left of the Contact line on the Data Grid. Contact ID Copyright CYMA Systems Inc. 302

309 The Contact ID entered on the Add or Edit a Contact dialog displays in view-only mode. Name The Contact Name entered on the Add or Edit a Contact dialog displays in view-only mode. Title The Contact Title entered on the Add or Edit a Contact dialog displays in view-only mode. Phone The first Contact Phone entered on the Add or Edit a Contact dialog displays in view-only mode. Maintain Vendors Contacts Tab Command Buttons The Add Contact button will only be enabled when entering a new contact record or when selecting an existing contact record and then pressing the Edit button. This button allows you to create new Contact records. When selected, the Add or Edit a Contact dialog box displays. The Edit Contact button will only be enabled when an existing Contact record is selected by clicking the selection box to the left of the record displayed in the Data Grid. The Vendor record must be in the Edit mode to select a Contact record. This button allows you to edit the existing Contact record. When selected, the Add or Edit a Contact dialog box displays. The Delete Contact button will only be enabled when an existing Contact record is selected. This button allows you to delete Contact records as long as no data exists for this record in the current or history files. If data is found in the history files, but not in the current data files, you will be asked if you would like to change the Status of this Contact record to Inactive. Copyright CYMA Systems Inc. 303

310 Maintain Vendors - Add or Edit a Contact The Add or Edit a Contact dialog box will display when the Add Contact button or the Edit Contact button is clicked. The Add or Edit a Contact dialog box allows you to create or edit vendor contacts as well as maintain notes. The Add or Edit a Contact dialog box will display the current Vendor's ID and Name for reference. Add or Edit a Contact Refer to the following field descriptions and requirements. Vendor ID The Vendor ID and Name from the Maintain Vendors dialog displays in view-only mode. Contact ID Enter a Contact ID that represents the contact (up to 6 alphanumeric characters). Name Enter the contact Name (up to 20 alphanumeric characters). Title Enter the Title of the contact (up to 20 alphanumeric characters). Status The Status defaults to Active for the contact. Phone Numbers Data Grid Up to four phone numbers per contact may be retained. Refer to the following column descriptions and field requirements. The first phone number will default from the Vendor tab and can be overwritten. Phone Type Copyright CYMA Systems Inc. 304

311 The drop-down list contains the following options: U.S. Standard, International, , and Fax. This determines the formatting, if any, on the screen. The U.S. Standard is the default Phone Type. The International and types provide no formatting, and therefore will require appropriate punctuation when entered on the Data Grid (up to 30 alphanumeric characters). Phone Enter the phone number data (up to 30 alphanumeric characters). Use the Phone text box with the Phone Type to enter Internet addresses. Phone Desc Enter the Phone Description (up to 20 alphanumeric characters), such as the contact's title. Add or Edit a Contact Command Buttons The OK button accepts and saves all information entered and returns you to the Contacts tab. The Cancel button aborts current information entered and returns you to the Contacts tab. Pressing the ESC key has the same function. Copyright CYMA Systems Inc. 305

312 Maintain Vendors - History Tab The History tab page lets you easily view key information regarding each Vendor's historical data. The fields on this tab are in view-only mode and the information is updated during the Post Invoices to AP, Enter Manual AP Checks, Print AP Checks and Recalculate AP Balances operations. During each Period End Close process, the Period to Date fields will be cleared to allow the next period to be accumulated. The Year to Date fields will be updated and retained until the last period of the fiscal year is closed. The system will display a message reminding you of this when the Period End Close is processed for the last period of the year. History Tab Refer to the following field descriptions. Period to Date and Count Invoices The Invoices field will display the total of all invoices for the current period along with the count of the invoices. Payments The Payments field will display the total of all checks for the current period along with the count of the checks. Discounts Taken Copyright CYMA Systems Inc. 306

313 The Discounts Taken field will display the total of all discounts taken for the invoices paid within the current period along with the count of the invoices. Net Change The Net Change field shows the total of Invoices less Payments and Discounts Taken. Average Days to Pay The Average Days to Pay field shows the number of days between the invoice date of all paid invoices and the date of the last check received against the invoices, divided by the number of checks printed for the period. Year to Date and Count Invoices The Invoices field will display the total of all invoices for the current year along with the count of the invoices. Payments The Payments field will display the total of all checks for the current year along with the count of the checks. Discounts Taken The Discounts Taken field will display the total of all discounts taken for the invoices paid within the current year along with the count of the invoices. Net Change The Net Change field shows the total of Invoices less Payments and Discounts Taken. Average Days to Pay The Average Days to Pay field shows the number of days between the invoice date of all paid invoices and the date of the last check received against the invoices, divided by the number of checks printed for the year. Current Balance The Current Balance field will show the current balance for the vendor for all open invoices. Copyright CYMA Systems Inc. 307

314 Maintain Vendor Amounts Tab The 1099 Amts tab allows you to edit a Vendor's annual payments that need to be reported on the 1099 form. This is helpful when setting up a company mid-year. When the Process 1099 operation is performed, the system will calculate the 1099 amounts based on the Vendor's calendar year check payments plus any amounts on this tab. The amounts are automatically cleared by the system when you perform the Process/Clear Starting 1099 Amounts operation. Only perform this operation once you have printed your final 1099 forms, otherwise, all Vendor 1099 amounts from this tab will have to be reentered to reprint their 1099 forms. Maintain Vendor 1099 Amts Tab Refer to the following descriptions and requirements. Data Grid Columns and Fields The Data Grid columns list the 1099 amount types and descriptions in view-only mode. Enter any 1099 amounts in the Starting Balance column ID The 1099 ID view-only column lists the 1099 types available. Description The Description view-only column lists the description of the 1099 type. Starting Balance Enter any starting 1099 amounts in the Starting Balance column. Copyright CYMA Systems Inc. 308

315 1099 Types The 1099 Types listed below include Box numbers on the 1099 Misc form, as well as specific forms ID Description a b a b Misc Box 1 - Rents Misc Box 2 - Royalties Misc Box 3 - Other Income Misc Box 4 - Federal Income Tax Withheld Misc Box 5 - Fishing Boat Proceeds Misc Box 6 - Medical and Health Care Payments Misc Box 7 - Nonemployee Compensation Misc Box 8 - Substitute Payments in Lieu of Dividends or Interest Misc Box 9 - Payer Made Direct Sales of $5,000 or More of Consumer Products to a Buyer (recipient) for Resale Misc Box 10 - Crop Insurance Proceeds Misc Box 13 - Excess Golden Parachute Payments Misc Box 14 - Gross Proceeds Paid to an Attorney Misc Box 16a - State Tax Withheld (Line 1) Misc Box 16a - State Tax Withheld (Line 2) Misc Box 18 - State Income (Line 1) Misc Box 18 - State Income (Line 2) 1098 Mortgage Interest Statement A B C Acquisition or Abandonment of Secured Property Proceeds from Broker and Barter Exchange Transactions Cancellation of Debt Copyright CYMA Systems Inc. 309

316 1099- DIV INT OID PATR R S Dividends and Distributions Interest Income Original Issue Discount Taxable Distributions Received From Cooperatives Distributions From Pensions, Annuities, Retirement or Profit Sharing Plans, IRAs, Insurance Contracts, etc. Proceeds from Real Estate Transactions 4789 Currency Transaction Report Copyright CYMA Systems Inc. 310

317 Maintain Vendors - Cross References Tab The Cross References tab allows you to create a relationship between your in-house Product ID codes and the specific products and services that are sold by this Vendor. The products and services shown on the Cross References tab are entered on the Maintain Products Purchasing Tab. A list of all existing products for this Vendor displays on the Data Grid. Maintain Vendors Cross References Tab Dialog Refer to the following field descriptions and requirements. Data Grid Columns and Fields Product ID The Product ID is listed in the view-only Product ID column. Product Desc The Product Description default is listed in the view-only Description column. Purch U/M The Product Unit of Measure is listed in the view-only Purch U/M column. Vendor's Product ID The Vendor's Product ID is for the Product ID (up to 30 characters) that the Vendor associates with the product. This can be optionally show on the printed Purchase Orders. Copyright CYMA Systems Inc. 311

318 Description The Description field is for the Vendor's Product Description. The description only prints on the PO if the option is turned on in Purchase Order Maintain Configuration. Unit Cost The product unit cost views in the Unit Cost column. The entries in the Unit Cost column can be edited, but the edits are only saved on the Maintain Vendors Cross References tab. Copyright CYMA Systems Inc. 312

319 Maintain Vendors - Invoice Activity Tab The Invoice Activity tab allows you to easily view key information regarding each Vendor's Invoice data. The fields on this tab are in view-only mode and the information is updated during the Accounts Payable Post Invoices to AP, Enter Manual Checks, and the Print Checks operations. Maintain Vendors Invoice Activity Tab dialog Refer to the following field descriptions and requirements. Sort Order Group Box The Sort Order Group box controls the order in which the data is sorted on the Data Grid. Date Select the Date option button to sort the Vendor's Invoices by date. Date is selected by default. Invoice No Select the Invoice No option button to sort the Vendor's Invoices by number. PO No Select the PO No option button to sort the Vendor's Invoices by purchase order number. Include Group Box The Include Group box allows you to choose which Invoices to will be included in the Data Grid. Open Items Only Select the Open Items Only check box to include all open Invoices for this Vendor. Posted Items Only Select the Posted Items Only check box to include all posted and paid Invoices for this Vendor. Copyright CYMA Systems Inc. 313

320 Transaction File Group Box The Transaction File Group Box allows you to select when the Invoices are from the Current data files or are from the History data files. Current Select the Current option button to include Invoices from the current period for this Vendor. History Select the History option button to include Invoices from the history files for this Vendor. Data Grid Columns and Fields Refer to the following field descriptions. Invoice Date The date of the Invoice displays in the view-only Invoice Date column. Invoice Number The Invoice Number displays in the view-only Invoice Number column. Invoice Description The description entered for this Invoice displays in the view-only Invoice Description column. Purchase Order The purchase order number for this Invoice view in the view-only Purchase Order column. Invoice Total The total Invoice amount displays in the view-only Invoice Total column. Invoice Balance The balance due on this Invoice views in the display only Invoice Balance column. Copyright CYMA Systems Inc. 314

321 Maintain Vendors - Order Activity Tab The Order Activity tab allows you to easily view key information regarding each Vendor's purchase order data. The fields on this tab are in view-only mode and the information is updated during the Enter Purchase Orders, Print Purchase Orders, Accounts Payable Post Invoices to AP, Enter Manual Checks, and the Print Checks operations. Maintain Vendors Order Activity Tab dialog Refer to the following field descriptions and requirements. Sort Order Group Box The Sort Order Group box controls the order in which the data is sorted on the Data Grid. Date Select the Date option button to sort the Vendor's purchase orders by date. Date is selected by default. Order No Select the Order No option button to sort the Vendor's purchase orders by number. Bill To Select the Bill To option button to sort the Vendor's Invoices by the location they are billed to. Include Group Box The Include Group box allows you to choose which Invoices to will be included in the Data Grid. Orders Select the Orders check box to include all open purchase orders for this Vendor. Requisition Select the Requisition check box to include all posted Requisitions for this Vendor. Copyright CYMA Systems Inc. 315

322 Open Items Only Select the Open Items Only check box to include all open purchase orders for this Vendor. Returns Select the Returns check box to include all return orders for this Vendor. Transaction File Group Box The Transaction File Group Box allows you to select when the Invoices are from the Current data files or are from the History data files. Current Select the Current option button to include Invoices from the current period for this Vendor. History Select the History option button to include Invoices from the history files for this Vendor. Data Grid Columns and Fields Refer to the following field descriptions. Order Date The date of the purchase order displays in the view-only Order Date column. PO Number The purchase order number displays in the view-only PO No column. Order Description The description entered for this purchase displays in the view-only Order Description column. Order Type The type of purchase order, such as Entered, Printed, or Return, displays in the view-only Order Type column. Bill-To ID The cost center this purchase order is billed to displays in the view-only Bill-To ID column. Closed? The status of this purchase order, Yes for closed, No for Open, displays in the view-only Closed? column. Copyright CYMA Systems Inc. 316

323 Maintain Vendor Cross References When Maintain Vendor Cross References... is selected from the Maintain menu the Maintain Vendor Cross References dialog box displays. Vendor Cross Reference records can be accessed and maintained from Accounts Payable or Purchase Order. This dialog is an alternate way for entering records in the Vendor Cross References file. These are the same records that are seen on the Cross Reference tab in Maintain Vendors. Maintain Vendor Cross Reference dialog Refer to the following fields and descriptions By Vendor Select the By Vendor option to enter Vendor Cross References for a single Vendor. Vendor ID Enter a valid Vendor ID or select one from the browser. The Vendor Name displays in a read only field. By Product Select the By Product option to enter Vendor Cross References for a single Product. Product ID Enter a valid Product ID or select one from the browser. The Product Description displays in a read only field. Sort Options Group Box Copyright CYMA Systems Inc. 317

324 The sort options group box gives options to sort the grid. These options are only available to change when the dialog is in View only mode. Vendor ID/Product ID Select the Vendor ID/Product ID option to sort the grid by Vendor ID if entering by Product or to sort by Product if entering by Vendor. Vendor Product ID Select the Vendor Product ID option to sort the grid by the Vendor's Product ID column Unit Cost Select the Unit Cost option to sort the grid by the Unit Cost column. Data Grid columns and fields Product ID Enter a Product ID or select one from the browser. If entering by Product ID this will default and be read only. Product Desc The Product Desc field will display the product description and will be read only. Vendor ID Enter a Vendor ID or select one from the browser. If entering by Vendor ID this will default and be read only. Purch U/M The Product Unit of Measure is listed in the view-only Purch U/M column. Vendor's Product ID Enter the Vendor's Product ID (up to 30 alphanumeric characters). Description Enter the Vendor's Product Description (up to 70 alphanumeric characters). Unit Cost Enter the Vendor's Unit Cost for this product. Maintain Vendor Cross Reference Command Buttons Click the Edit button to change the dialog from view only mode to Edit mode. Click the Save button to save the existing records Click the Clear button to clear the dialog so that you can select a new Vendor or Product. If there are unsaved entries you will be prompted to save. Copyright CYMA Systems Inc. 318

325 Click the Close button to exit the dialog without saving new or changed entries. Copyright CYMA Systems Inc. 319

326 Maintain Warehouses When Warehouses... is selected from the Maintain menu the Maintain Warehouses dialog box displays. Warehouse records can be accessed and maintained from Purchase Order, Inventory Control and Sales Order. In this operation you can specify the demographic information for the warehouse. You may establish as many warehouse locations as is necessary to accommodate your needs. Maintain Warehouses dialog box Refer to the following field descriptions and requirements. Warehouse ID Enter a Warehouse ID which represents the warehouse (up to 8 alphanumeric characters). Description Enter the Description of the warehouse (up to 30 alphanumeric characters). Copyright CYMA Systems Inc. 320

327 The Maintain Warehouses dialog consists of the following tab pages: Warehouse Other Costs Maintain Warehouse Command Buttons The Save button validates and saves the data entered. The Save button is enabled when data on the dialog box is changed. The Edit button allows you to make changes to the displayed record. The New button prompts you to save any changes to the displayed record (if applicable) and then clears the dialog box. This allows you to create a new record or select another record for viewing or editing. The Delete button permanently removes the displayed record from the file. This button is enabled after the Edit button has been clicked. The Close button prompts you to save any changes (if applicable) and closes the dialog box. Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 321

328 Maintain Warehouses - Warehouse Tab The Warehouse tab contains information for the selected warehouse. Maintain Warehouses dialog box Refer to the following field descriptions and requirements. Warehouse ID Enter a Warehouse ID which represents the warehouse (up to 8 alphanumeric characters). Description Enter the Description of the warehouse (up to 30 alphanumeric characters). Status The Status defaults to Active. Drop Ship Warehouse Copyright CYMA Systems Inc. 322

329 An optional check box to signify your company wishes to use the Drop Ship feature in the Purchase Order module. This feature allows the purchasing department to send Purchase Orders to their vendors and instruct the vendor to ship the products directly to your customers. Only one warehouse can be designated as the Drop Ship Warehouse. For a complete discussion of set up and processing, please refer to the Drop Ship tutorial in edesk under the Reference tab. Address Enter the street Address of the warehouse (up to 30 alphanumeric characters). There are two text fields available for additional address information, such as suite number. City Enter the City of the warehouse (up to 25 alphanumeric characters). State Enter the State or province of this warehouse record (up to 25 alphanumeric characters). Zip Enter the Zip or postal code of this warehouse (up to 11 numeric characters). Country Enter the Country where the warehouse is located (up to 30 alphanumeric characters). Attention Enter the contact at this location (up to 30 alphanumeric characters). Phone Numbers Data Grid Up to four phone numbers per warehouse may be retained. Phone Type The drop-down list contains the following options: U.S. Standard, International, , and Fax. This determines the formatting, if any, on the screen. The U.S. Standard is the default Phone Type. The International and types provide no formatting, and therefore will require appropriate punctuation when entered on the Data Grid (up to 30 alphanumeric characters). Phone Enter the phone data (up to 30 alphanumeric characters). Use the Phone text box with the Phone Type to enter your Internet address. Phone Description Enter the phone description (up to 20 alphanumeric characters), such as the receiving office or whether this is a fax or other line. GL Accounts Groupbox Sales The Sales account will default from Inventory Control Maintain Configuration and may be overridden. The Sales account description displays in view only mode. Inventory The Inventory account will default from Inventory Control Maintain Configuration and may be overridden. The Inventory account description displays in view only mode. Copyright CYMA Systems Inc. 323

330 Cost of Goods Sold The Cost of Goods Sold account will default from Inventory Control Maintain Configuration and may be overridden. The Cost of Goods Sold account description displays in view only mode. Accrued AP The Accrued AP account will default from Inventory Control Maintain Configuration and may be overridden. The account description displays in view only mode. Physical Count Adjustments group box Default Reason Enter the Default Reason. This value will default when performing a physical count adjustment in the Enter Physical Count Adjustments dialog box. Use this default to post adjustments to a specific GL account for this warehouse. Copyright CYMA Systems Inc. 324

331 Maintain Warehouses - Other Costs Tab The Other Costs tab is used if the company is using the Apply Other Cost feature and Other Cost types and amount/percentages are different based on the receiving warehouse. Maintain Warehouses - Other Costs Tab Refer to the following fields and descriptions. Apply Other Costs Check the Apply Other Costs check box if this warehouse has specific Other Cost codes and amount/percentages that should be used when adding new products for this warehouse. This box will default to checked if Apply Other Costs was checked on IC Maintain Configuration, but can be unchecked if this specific warehouse should not have Other Costs applied when receiving. Data Grid Columns and Fields Code Copyright CYMA Systems Inc. 325

332 The Code field allows you to browse or enter an active Other Costs code. Description The Description field displays the description for the selected Other Costs code. This field is read only. Cost Type Per SKU Unit The Cost Type Per SKU Unit defaults to Amount. The available values are Amount and Percent. Fixed Amount The Fixed Amount column is active if Amount is selected in the Cost Type Per SKU Unit field. Only values equal to or greater than zero are accepted. Other Pct The Other Pct column is active if Percent is selected in the Cost Type Per SKU Unit field. Only values equal to or greater than zero are accepted. Account The Account field defaults to the account set up for this Other Cost code but may be changed to any active GL Account. Prime The Prime column is used to define which code will be used when the cost is overridden at the time of reciept. One and only one row must have this field checked. An Inactive code cannot be chosen. Status The Status field allows the selection of Active or Inactive. Inactive codes are not used in the calculation when receiving inventory. Maintain Warehouses - Other Cost tab command buttons Click the Copy Costs To Products button to copy the Other Costs codes from the warehouse to the products. Copyright CYMA Systems Inc. 326

333 Maintain Warehouses Copy Other Costs To Products The Copy Other Costs To Products dialog is used to select which products will utilize the current Other Costs set up for this warehouse. Use the selection criteria to limit the products that will be processed. Copy Other Costs To Products dialog Refer to the following fields and descriptions Other Cost to Copy group box Warehouse The Warehouse and description displays in read only fields. Copy To Criteria Selection box Use the Data Grid columns and fields to select products. The following selection criteria are available: Field The view-only Field column shows the fields available for user-defined selection criteria. The options are as follows: Product ID The Product ID option allows you to select products based on the Product ID. Product Type The Product Type option allows you to select products based on the Product Type. Product Line ID The Product Line ID option allows you to select products based on the Product Line. For more information regarding the Selection Criteria go to the Selection Criteria topic in the System Manager Manual. Copyright CYMA Systems Inc. 327

334 Maintain Warehouses Copy Other Costs Command Buttons Select the OK button to copy the Other Costs to the selected products. Select the Cancel button to close the dialog without copying the Other Costs. Copyright CYMA Systems Inc. 328

335 Maintain Custom Forms Overview When Custom Forms... is selected from the Maintain menu, the Maintain Custom Forms dialog box is displayed. This option allows you to maintain the custom forms; invoices, statements, checks, W2s, and 1099s for your company. The Custom Forms option is available in the following modules: System Manager, Accounts Receivable, Accounts Payable, and Payroll. All custom forms are created using Crystal Reports, therefore, Crystal Reports is required to modify existing forms or create new forms. If you do not have Crystal Reports, contact your CYMA dealer or CYMA Customer Service at for more information on obtaining Crystal Reports. When the Maintain Custom Forms dialog box is accessed from the System Manager module, all the custom forms for the active company will be displayed. When the Custom Forms dialog box is accessed from any other module, such as Payroll, only the custom forms applicable to that module will be displayed in the Custom Forms dialog box. Company Specific and System Wide Custom Forms Custom forms can be created as "company specific" or "system wide." Company specific forms can only be used by the company that is active when the form is created. The files for company specific custom forms are stored in the Forms folder within the company's data directory. System wide forms can used by any company set up in your CYMA IV system. The files for system wide custom forms are stored in the Forms folder within the CYMA IV program directory/system data directory. The Maintain Custom Forms dialog box will display "(SystemWide)" next to this type of custom form. Custom forms created with Crystal Reports are likely to print differently when certain parameters or conditions vary between the system they are created on and the system where they are printed. These differences can be the result of the different methods printer drivers use to measure text metrics, such as font size. This may result in misalignment of text objects or cause objects to overprint on each other. It is because of these potential differences between the environment in which the form was created and the environment where it is printed that may require the standard forms to be adjusted to operate properly in the printing environment. For a more detailed discussion on these issues refer to the help topics in Crystal Reports entitled "Report Distribution - Printing Considerations" and "Report Distribution - Design Solutions for Printing/Distribution". Maintain Custom Forms dialog box Copyright CYMA Systems Inc. 329

336 The Maintain Custom Forms dialog box contains a tree outline of the custom form categories and the custom forms available. CYMA IV comes with a standard pre-defined form for both dot matrix and laser printers in each of the categories. The categories that exist to date are AP 1099 forms, AP Check forms, AR Invoice forms, AR Statement forms, CD Check forms, PO Order forms, SO Packing List, SO Pick Ticket, SO Sales Orders, PR Check forms, PR 1099 forms, and PR W2 forms. All custom forms are created and modified using Crystal Reports. To see the custom forms that have been created for a category on the outline, click the plus sign to expand the category and display a list of forms available. You may use the standard forms, create your own, copy existing forms, or merge forms from another company. Standard forms included in the module may need adjustments depending on the printer used. Maintain Custom Forms Command Buttons The Close button will close the dialog box. The New button allows you to create new custom forms. When selected, the Create a Custom Form dialog box displays. The Edit button allows you to make changes to the highlighted custom form. When selected, Crystal Reports will be launched so that you can edit the form. Refer to the Crystal Reports documentation for questions regarding the use and functionality of Crystal Reports. Copyright CYMA Systems Inc. 330

337 The Merge button allows you to copy custom forms from another company. When selected, the Merge Form from Another Company dialog box displays. The Copy button creates a copy of the custom form highlighted. When selected, the Copy a Custom Form dialog box displays. The Delete button allows you to delete the custom form highlighted. Click the Refresh button to update the custom form listing. Copyright CYMA Systems Inc. 331

338 Process Price Change When Process Price Change... is selected from the Process menu, the Process Price Change dialog is displayed. The Process Price Change process allows you to modify the standard price for a range of product codes, changing the price by either a percentage amount or a dollar amount. The Process Price Change dialog consists of two tabs, Product Criteria and Change Prices, which allow you to control which Products to include in the price change. Process Price Change dialog The Product Criteria tab allows you to enter the selection criteria for the Products you want to change prices. The Change Prices tab allows you to choose Products to change prices, select to change the prices by a flat percentage rate, or select to change prices by a specific dollar amount. Refer to the following steps to select sales orders for inquiry: Enter the Product selection criteria on the Product Criteria tab. Click the Find Now button to list the Products meeting the selection criteria. Once the system has located the Products, the Change Prices tab displays and lists the Products meeting the criteria entered on the Product Criteria tab. To add to your selections using different selection criteria return to the Product Criteria tab, reenter the criteria, and click the Find Now button. The Process Price Change dialog consists of the following tab pages: Product Criteria Change Prices Process Price Change Command Buttons Copyright CYMA Systems Inc. 332

339 Select the Find Now button to locate the data matching the selection criteria. This button is only enabled when the Product Criteria tab is active. When selected, the Change Prices tab becomes active and the Data Grid lists the products meeting the criteria. The Data Grid allows you select those products applicable to the current price change. Switch tabs to change the selection criteria and click the Find Now button again to add products meeting the new selection criteria to the current selections. This gives you the option to select products by batches meeting specific criteria. Click the Deselect All button to return all Product IDs to a non-selected status. Click the Select All button to select all the Product IDs for price changes. Click the Print Proof button to print a proof report for the selected price changes. Click the Process button to change the prices on the selected Product IDs. Click the Close button to close the dialog box without changing Product ID prices. Copyright CYMA Systems Inc. 333

340 Process Price Change - Product Criteria Tab The Process Price Change Product Criteria tab allows you to control which Products to include in the price change. Process Price Change Product Criteria Tab dialog Refer to the following field descriptions and requirements. Enter Product Criteria Selection box Use the Data Grid columns and fields to select products. The following selection criteria are available: Field The view-only Field column shows the fields available for user-defined selection criteria. The options are as follows: Product ID The Product ID option allows you to select products based on the Product ID. Product Type The Product Type option allows you to select products based on the Product Type. Product Line ID The Product Line ID option allows you to select products based on the Product Line. Price Category The Price Category option allows you to select products based on the Product's Price Category. Prime Vendor The Prime Vendor option allows you to select products based on the Primary Vendor. Cost Type Copyright CYMA Systems Inc. 334

341 The Cost Type option allows you to select products based on the Product's Cost Type. Status The Status option allows you to select products based on their status -- active or inactive. Sales Price The Sales Price option allows you to select products based on a range of sales prices. For more information regarding the Selection Criteria go to the Selection Criteria topic in the System Manager Help. Copyright CYMA Systems Inc. 335

342 Process Price Change - Change Prices Tab The Process Price Change process allows you to modify the standard price for a range of product codes, changing the price by either a percentage amount or a dollar amount. Process Price - Change Prices Tab dialog The Change Prices tab allows you to select whether to change prices by either a percentage amount or a dollar amount. Change Prices By group box Percent Enter the percentage you would like to increase or decrease the price of the items selected in the Data Grid. Amount Enter the dollar amount you would like to increase or decrease the price of the items selected in the Data Grid. Change Prices Options group box Round to 2 Decimal Places Select the Round to 2 Decimal Places check box to allow the System to round percentage price changes to two decimal places. Change Price on Jobs Check the Change Price on Jobs check box to change the prices on all Jobs. If the box is checked the Hourly Billing Rate on the Labor tab and the Billing Rate on the Product tab in Maintain Jobs will be updated. Data Grid Columns and Fields Copyright CYMA Systems Inc. 336